Adjustments & Pay Runs: Adjustment approvals
Adjustment approvals, pay run management, and billing
Adjustment approvals
Qualifiers
You need to create an adjustment to correct the transaction balance of a benefit item
E.g. you have received a refund or money was returned
The employee has an Employees / Item record where:
Status is 'Active'
Disbursement Type is 'Claim' or 'Recurring'
Contract ID is populated
Process
Navigate to Fleet / Administration / Approvals - Approval
Click on New
Supplier - enter or select the Supplier
Reference - enter a reference
Reference Date - select the date that the transaction belongs to
Row # 1
Class - select the appropriate option from the list
Description - enter a description of the adjustment
Price - enter the total excluding GST (if used). This can be a positive or negative number.
GST - GST will calculate if required and can be edited to match if the rounding is not correct. It will set to 0 if the claim excludes GST.
Click on Save
Click on Post
Attach the supporting file you have for the adjustment being made
Click on Save
Click on Close or Post
Next Steps
The transaction will be added or subtracted from the benefit item's balance.
Adjustment approvals for periodic roundings
Qualifiers
You need to create an adjustment to zero out a small rounding
E.g. a Novated Lease is disbursed monthly and does not match the fortnightly or weekly payroll deductions
The employee has an Employees / Item record where:
Disbursement Type is 'Periodic'
Contract ID is populated
A Vmrs code exists for WO - End of term roundings written off
Go to Fleet / Controls / Maintenance / VMRS Codes and create a record for this if you don't have one.
Process
Navigate to Fleet / Administration / Approvals - Approval
Contract ID - enter this
Click on New
Supplier - enter or select a suitable supplier (the Employer's supplier account or your Internal supplier account)
Reference - enter a reference. It's not important.
Reference Date - select the date that the transaction belongs to
Row # 1
Class - select the appropriate option from the list
VMRS - select or enter 'WO'
Description - End of term roundings written off (the description of the VMRS 'WO' populates in)
Price - enter the total excluding GST (if used). This can be a positive or negative number.
Cost Price - enter the same total excluding GST (if used). This can be a positive or negative number.
GST - Set to 0.00
Click on Save
Click on Post
Click on Close
Next Steps
The transaction will be added or subtracted from the benefit item's balance
The Funds Check balance should now be 0.
Adjustment claims
Qualifiers
You need to create an adjustment to correct the transaction balance of a benefit item
E.g. you have received a refund or money was returned
The employee has an Employees / Item record where:
Status is 'Active'
Disbursement Type is 'Claim' or 'Recurring'
Contract ID is populated
Process
Navigate to Contracts / Claim
Click on New
Date - select the date that the transaction belongs to
Row # 1
Date - select the date that the transaction belongs to
Budget - select the appropriate option from the list
Description - enter a description of the adjustment
Total - enter the total including GST (if used). This can be a positive or negative number.
GST - GST will calculate if required and can be edited to match if the rounding is not correct. It will set to 0 if the claim excludes GST.
Click on Save
If the claim has a negative value and the Payee is 'Employee', the following updates will be made by the system:
BSB - removed
Account Number - removed
Reimbursement - unchecked
Click on Post
Attach the supporting file you have for the adjustment being made
Click on Save
Click on Close
Next Steps
The transaction will be added or subtracted from the benefit item's balance.
Create a pay run
Qualifiers
It's time to create pay run transactions for a client
Review the Pay Run Processing SP - Pay Run Process Report to monitor pay run dates.
Create the transactions
Navigate to Packaging / Pay Runs
Client Code - enter or lookup your client's code
Pay Cycle - select the pay cycle you need (it will default in if there is only one).
Status - select 'Pending'
Period Date - enter or pick the date of the pay run (this uses the date from each item's Contracts / Lease "Period" date). Tab out of this field.
Go - The screen will refresh and return the pay run records
Output - 'Email' is the default selection. Change this to 'PDF' to bypass the emailing process
Email - send the pay run invoice
Close - close the Tax Invoice window
Review and then close down the Tax Invoice window
Print - print the pay run
Run the reports
Status - select 'Posted'
Output File - select the report you want to send to your client
Go
Next Steps
You can now Receipt the pay run.
Bill the Pay Run
Qualifiers
You are logged in with a Channel Accounts role
You have confirmed the pay run
There is an 'Authorised' Payroll Summary Report in the Clients / Events tab
Process
Navigate to Fleet / Billing / Periodic
Client Code - enter or lookup the client code you want to run the billing for
Delivery - select 'Email'
Pay Cycle - select the required pay cycle (if there is more than one)
Invoice To - check and change this date to match the pay run date you need, tab away to update Invoice Date to match.
Click on Go to refresh the selection
Output Format - change from 'Email' to 'Text(CSV)'.
Click on Go to refresh the selection
Check the totals match the expected amount
The expected amount is the SUM of the Payroll Summary Report Amount column
If the totals do not match:
Click on Invoice
Save the generated file - pdfperiodicperlc.csv
Click on Abort
Reconcile and adjust the Contracts / Lease records as required
Click on Invoice
Save or discard the generated file - pdfperiodicperlc.csv
Next Steps
Proceed to Receipt the Pay Run.
Confirm a Pay Run
Qualifiers
Posting Classes / Details Class code 'PRSUM' has been created
Clients / Contact Sales - record the user managing the Pay Run here
Clients / Contact Payroll Name and Payroll Email are populated
Clients / Quote Defaults Payroll Cut Off Days is set appropriately
Clients / Other Payroll Deduction Report is set
Clients / Other Cut Off Days are set appropriately
The required scheduler jobs for this process have been created and are active
Client receives the report
When the scheduled jobs for this process runs and the report is due:
The Payroll Summary Report is generated and emailed to the client's payroll contact
An email event is created with an Action of 'Pending', Completed is un-checked
Monitor unconfirmed pay run reports
The Home screen KPI Box called Events contains a section for client events
The pending email event created above will display in the Clients # count
Click on that number bar to navigate to the Events / Clients tab.
Type - select 'Payroll Summary Report'
Review this list and follow-up any clients that have not confirmed their pay run deductions. The date details in the events will help guide you.
To update an event, click on the Client hyperlink to navigate to the Clients / Events tab
Skip payroll deductions
If there are records that won't be deducted in the next payroll, but should be kept and deducted in the following payroll, use the Skip Process to do this.
Update the event
When the automated or manual skips have been done, edit the client event and update Action to 'Re-issue'
The scheduler job will run and:
The existing email event is updated to set Completed as checked
A new email event is created with an Action of 'Pending', Completed is un-checked
Client confirms the payroll deductions
Navigate to the Clients / Events tab
Select and edit the pending event, update Action from 'Pending' to 'Authorised'
Next Steps
You can now Bill the Pay Run.
Finalise a Pay Run
Qualifiers
Posting Classes / Details Class code 'PRSUM' has been created
Clients / Contact Payroll Name and Payroll Email are populated
Clients / Quote Defaults Payroll Cut Off Days is set appropriately
Clients / Other Payroll Deduction Report is set to 'Summary Only'
Clients / Other Cut Off Days is set appropriately
The required scheduler jobs for this process has been created and is active
Client receives the report
When the scheduled jobs for this process runs and the report is due:
The Payroll Summary Report is generated and emailed to the client's payroll contact
An email event is created with a Value of 'Pending', Completed is un-checked
Monitor unconfirmed pay run reports
The Home screen KPI Box called Events contains a section for client events
The pending email event created above will display in the Clients # count
Click on that number bar to navigate to the Events / Clients tab.
Type - select 'Payroll Summary Report'
Review this list and follow-up any clients that have not confirmed their pay run deductions. The date details in the events will help guide you.
To update an event, click on the Client hyperlink to navigate to the Clients / Events tab
Client needs changes to the payroll deductions
When the client has advised that changes are needed:
Update the records by editing the contract or running the Skip process (more later)
When the changes have been made, edit the client's event and update Value to 'Re-issue'
The scheduler job will run and:
The existing email event is updated to set Completed as checked
A new email event is created with a Value of 'Pending', Completed is un-checked
Client confirms the payroll deductions
Navigate to the Clients / Events tab
Select and edit the pending event, update Value from 'Pending' to 'Authorised'
Next Steps
You can now Bill the Pay Run.
Receipt a pay run
Qualifiers
You have created a Pay Run invoice
You have received the payroll funds in your bank account
If required, you have checked and updated the Pay Run invoice to match the received funds
Process
Navigate to Fleet / Receipts / Receipts - Allocate
Click on New Batch
Banking Date - update to match the payroll date
Bank Account - select your Packaging Bank Account
Target - enter the received total
Navigate to Allocate / Item
Target - enter the received total
Client - enter the client's code
The Target amount should be the same as the Due amount
If the totals do not match, investigate and reconcile as required
When the totals match, check the check box in the Summary header
Post - post the receipt
Close - close the screen
Approve - approve the receipt
Next Steps
You can now Create a Disbursements ABA file.
Invoice a pay run and email pay run reports
Qualifiers
Your pay run reports have been set-up
Your client has allocated pay run reports
A client contact is allocated to receive the 'Pay Run Reports' email
It's time to invoice a client's pay run and email the pay run reports.
Review the Pay Run Processing SP - Pay Run Process Report to monitor pay run dates.
Email invoice and pay run reports
Navigate to Packaging / Pay Runs
Client Code - enter or lookup your client's code
Pay Cycle - select the pay cycle you need (it will default in if there is only one).
Status - select 'Pending'
Period Date - enter or pick the date of the pay run (this uses the date from each item's Contracts / Lease "Period" date) and tab out of this field.
Go - The screen will refresh and return the pay run records
Format - 'Email' is the default selection. Change to 'PDF' to bypass the email process. This Email can use these placeholders.
Email - send the pay run invoice and reports
The alerts below will only be shown if there is a set-up issue:
Alert: No pay run record can be resolved for the specified invoice date. Do you still want to proceed?
OK - click if you want to create an 'Ad Hoc' pay run (E.g. an Employee's final pay).
Cancel - if you have entered an incorrect date and want to re-select.
Alert: The specified pay run client does not have any assigned Pay Run Reports
Go to Clients / Packaging Defaults "Pay Run Reports" and select the required reports
Alert: The specified pay run does not have any linked Pay Run Report "To" recipients.
Go to Clients / Contact Details and allocate a recipient for the 'Pay Run Reports' email.
View Mail Queue - pop-up screen to review the recipient(s) and attachment(s) to be sent in the email.
Batch-Item - click on hyperlink to review email text. This can be edited if the email is in text format.
Send - an email with relevant attachments will be sent to the recipient(s)
Cancel - the email is cancelled
Close - close out the pay run.
Detail
Below are the standard settings for this report.
This report can be customised, so check your client wiki for alternative details.
Report Fields
Summary
Below are the standard settings for this report.
This report can be customised, so check your client wiki for alternative details.
Report Fields
Pay Run (Date) - Pay Runs / Pay Run "Invoice Date"
Client Code (Text) - Clients / Contact "Client Code"
Client Name (Text) - Clients / Contact "Name"
Pay Cycle (Text) - Contracts / Billing "Periodic Interval"
Employee No (Text) - Employee / Contact "Employee No"
Employee Name (Text) - Employee / Contact "Surname", "Given Name"
Code (Text) - Clients / Bespoke Fields values entered for the fields Pre Tax, Post Tax, FBT, GST or ITC. If these fields are blank, the payroll item descriptions below are shown instead.
Description (Text) - Lists each payroll item description: Pre Tax, Post Tax, FBT, GST or ITC
Amount (Number) - Shows a payroll item breakdown for each Employee. Pre Tax - Total Inc. GST for all classes except 'EC' and 'ECM'. Post Tax - Total Inc. GST for classes 'EC' and 'ECM'. FBT - Total Inc. GST for class 'FBT'. GST - GST for classes 'EC' and 'ECM'. ITC - GST for all classes.
Change (Text) - Shows as 'Yes' if the amount has changed since the last pay run, otherwise this field is blank. I.e. If "Amount" and "Previous" are different.
Previous (Number) - Shows the payroll item breakdown for each Employee on the previous pay run.