Item Accepted

When you are ready to make your item active, update the "Status" field from 'Pending' to 'Accepted' or 'Active' to create the contract.

Note: If the item already has a stored "Contract ID", no updates will occur. If the "Package Item" is linked to a Contract Type "Group" that is not 'Salary Packaged', no updates will occur.

Pending to Accepted

Update an Item to 'Accepted' if it will proceed, but final paperwork is required. The following updates will occur:

• A contract record will be created

• 'Driver Change' and a 'Registration Change' events will be created

• If "Substantiation" is checked, a 'Substantiation' event will be created

• If the Employee is linked to a "Cost Centre", a 'Cost Centre Change' event will be created

• The created contract will be populated into the item's "Contract ID" field

Accepted to Active

When you are ready to make the item active, update the "Status" from 'Accepted' to 'Active'. The following updates will occur:

• A contract start and end date will be populated

• The billing schedule will be created

• If Item "Disbursement Type" = 'Periodic', create payment schedule.

Create payment schedule

The purpose of creating the payment schedule is to do the following:

1. Update item to active status

2. Navigate to the contract

3. Navigate to payment tab, click on New, click on Save

4. Populate budget amounts for created budget schedule in the Contract / Lease tab based on logic supplied in the Budget amounts calculation

Pending to Active

Update an item's "Status" from 'Pending' to 'Active' if all the information is in place. All of the updates listed above will occur and make the contract active.

Updates when Accepted

Updates when Active

Contract Events

Two or three contract events are created when an item is accepted.

For each event created, the following field updates are standard:

• "Date" is left blank

• "Description" is left blank

• "Action" stores as '100001' (i.e. the first record stored in the table).

• "Due Date" is blank.

• "Completed" will populate with the default that is set in the linked Posting Classes / Detail "Event Completed" field.

• "User" is the person who saved the item record.

Event Types

• REG - Registration Change: An event record is created. "Value" is populated from "Contract ID"

• DRIVER - Driver Change: An event record is created. "Value" is populated from Item "Employee"

• SUB - Substantiation: An event record is created if the Item "Substantiation" check box is checked. "Value" is blank. It can be configured to populate if you configure a custom list for this event and set a default value. The "Description" custom list will not populate here, but if configured, will be available when editing the event later.

• CC - Cost Centre: An event record is created if the Employee has a stored "Cost Centre".

Validations and Alerts

Below are alerts that you may receive if a record cannot be saved.

Status Flag - Unable to create a contract. Missing Contract Type

Each "Package Item" must be linked to a Contract Type record. The Contract Type "Group" must be 'Salary Packaged'.

Resolution:

1. Click on OK

2. Click on Cancel

3. Create a new Contract Type record to match the selected "Package Item". Go to Create a Contract Type to match each Package Item record to see the process to do this.

4. Return to this item and you will be able to update the status.

Call to a member function getPaymentMethod on null

The update is looking for the "Payee" and the "Payment Method".

Resolution:

1. Click on OK

2. "Payee" - select this

3. "Payment Method" - select this

4. Click on Create

Call to a member function getPostingClassId on null

The update is looking for the Substantiation Posting Class.

Resolution:

1. Save item with a different status or cancel the changes you are making.

2. Create the required Substantiation Posting Class. Go to Create a Substantiation Posting Class to see the process to do this.

3. Return to this item and you will be able to update the status.

Failed to update Package Item due to following. Start Date - The specified date is invalid

Resolution:

Select a new Start Date.

Failed to update Package Item due to following. Unable to perform this action! Please try again. If the problem persists please contact your system administrator. Error: Invalid driver pay cycle or misconfigured client payroll data

The update is looking for the pay cycle and payroll date records it needs to create budget records when the contract is created.

Resolution:

1. Click on OK

2. Click on Cancel

3. Check that the Employees / Contact "Pay Cycle" is entered

4. Check that the Clients / Quote Defaults "Pay Cycle" and "Payroll Date" is entered for the pay cycle that belongs to this employee.

5. Try this again

Failed to update Package Item due to following. Unable to perform this action! Please try again. If the problem persists please contact your system administrator. Error: Statement could not be executed (23000 - 1048 - Column 'postingclassid' cannot be null)

The update is looking for entries in the linked Contract Types / Accrual tab. These are required to create budget records when the contract is created.

Resolution:

1. Click on OK

2. Click on Cancel

3. Escalate this issue with your System Administrator. They will need to set-up the required Contract Types / Accrual records.

Failed to update Package Item due to following. Unable to perform this action! Please try again. If the problem persists please contact your system administrator. Error: Statement could not be executed (23000 - 1048 - Column 'postingmapid' cannot be null)

The update is looking for a linked Contract Type for this Package Item. This is required to create a contract.

Resolution:

1. Click on OK

2. Click on Cancel

3. Escalate this issue with your System Administrator. They will need to set-up the required link to the correct Contract Type record.

Failure resolving default company. Aborting…

The contract cannot be created as the company to select to populate into the Contracts / Contract "Company" field cannot be identified.

Resolution:

1. Click on OK

2. Click on Cancel

3. Contact Catch-e to check and update your table to configure a default company.

Item Suspended

When you are ready to suspend an item, update the "Status" field from 'Active' to 'Suspended'.

You can suspend an item with a future-dated "End Date", so make sure you update the item's "Cycles" or "End Date" to show the final payroll date that you want for this item.

Note: If the "Package Item" is linked to a Contract Type "Group" that is not 'Salary Packaged', no updates listed below will occur.

Suspend an item that is not linked to a contract

The following updates are made in all cases:

• Employees / Item "Status" becomes 'Suspended'

Suspend an item that has not been processed on a Pay Run

The following updates are made:

• Employees / Item "Status" becomes 'Suspended'

• Contracts / Contract "Contract Status" becomes 'Suspended'

• Contracts / Contract "Suspend Date" is updated to match Employees / Item "Start Date"

• Contracts / Lease records are removed

Suspend an item that have been processed on a Pay Run

The following updates are made:

• Employees / Item "Status" becomes 'Suspended'

• Contracts / Contract "Contract Status" becomes 'Suspended'

• Contracts / Contract "Suspend Date" is updated to match Employees / Item "End Date" + 1 day

If the item Cycles and End Date have changed

• Contracts / Contract "End Date" is updated to match Employees / Item "End Date"

• Contracts / Billings "Total Billings" will be updated and will match Employees / Item "Cycles"

• Contracts / Lease the schedule will be updated and the last period will match Employees / Item "End Date"

Item Select Bank Account

Bank Accounts

• Account Name (Text) - When an account is being created, enter an "Account Name".

• BSB (Num) - Display or add the "BSB" for the bank account record.

• Account Number (Num) - Display or add the "Account Number" for the bank account record.

• Claim (Check Box) - Check if the account is the employee's own account and is available for Novated Lease Reimbursements.

• Default (Check Box) - Check if the account is the employee's own account and is available for Novated Lease Reimbursements. Only one account can be checked. This will default into new Contracts / Claims records for novated leases.

View

• New - Click to add a new record. A new account row will become available and editable. Enter the Account name and number. Only check on "Claim" if the account can be used for Novated Lease Reimbursements. Only check on "Default" if this should be set as the default account for Novated Lease Reimbursements.

• Close - Click to close this window and return to the Employees / Item tab in edit mode

Edit

• Create - Click to create the new record. This will be saved back to the Employee / Item record you are editing.

• Cancel - If you choose Cancel, you are returned to the Select Bank Accounts window in view mode.

Create an item

Qualifiers

• You want to provide a packaging quote to an employee

Process

1. Go to the Employees / Current Packages tab

2. Check existing items so you do not create duplicates

3. Go to the Employees / Item tab

4. Click on New

5. Package Item - select the required item

6. Total Deduction - enter if known, or skip

7. Compress - will check by default if configured. Check this to bypass an annualised calculation of the "Deduction Per Pay" field

8. Inertia - will check by default if package item is ongoing. E.g. Fees.

9. Cycles - check if a default number shown and update or enter as required

10. Start Date - select the required date. This will default to the next suitable date.

11. Deduction Per Pay - enter if known, or check it has calculated as expected

12. Status - defaults to 'Quoting'

13. Click on Save