The payroll process refers to the steps required to pay employees each pay period and involves employees’ hours worked, their pay rate and deductions.
The following are the steps within COINS OA for processing Australian payroll to ensure all employees are paid correctly.
How long it takes to process a payroll depends on the way it is processed. Whether timesheets are manually entered, spreadsheet built to upload or imported from a Time and Attendance system.
This document will outline COINS payroll processing minimum requirements to generate employee payments.
Payroll Flow Chart
Create a payrun
Before any timesheets can be entered or imported, a pay period needs to be defined.
Payroll > [Payroll Frequency] > Period Maintenance
Period Maintenance
‘Period Maintenance’ allows the user to set up the payroll period and type. A Payroll Frequency needs to be opened for the Payroll Period. After opening the payroll frequency, the remainder of this process will be within this chosen frequency. Frequencies can be run at the same time.
Period Type - Select type of payroll cycle. (Refer to HT012 – Types of Payroll Runs)
Regular – ordinary pay cycle
Adjusting – runs as a separate Payroll cycle from regular cycle. The period ending dates and check dates are used from the regular cycle.
Future – Payroll cycle that holds timecards for future use. When created, you are prompted to only fill in the Period Ending Date. When you establish a Regular or Adjusting Period using this date, the future timecards are converted into active timecards.
Period - This will automatically be assigned once the record has been saved. The period number takes into consideration all pay frequencies and will report the next sequence number.
Cheque Date - The date the payment is made, this will default on the ‘EFT Output and Print’ form and will be the date that is on the aba file.
Period Ending Date - Payroll period end date.
Period Start Date - Payroll period start date.
Financial Period - GL financial period. This date does not default and must be entered.
Tax Year - Financial year to be updated.
NOTE: PR/PRYEARS list allowable years for payroll entry. This parameter will require updating at the beginning of the new financial year
Month - Enter the Month in which the payroll is to update
January = 1, February = 2, March = 3 etc.
Number of weeks in the period - number of weeks in one payroll period e.g. monthly = 4
Monthly Calculation Period - The period defaults into this field once the month has been entered. There is a one to one relationship between the periods cost period and the monthly calculation.
NOTE: Should not exceed 6 otherwise payroll calculations will not occur if greater than 6.
Posted - Once the costing workbench has been posted this will be ticked to indicate that that period has been closed off.
NOTE: Ensure the tax year / financial period / payroll month are correct for financial postings and reporting.
2. Manual Input Timesheet
COINS offers several ways to process timesheets. Before adding timesheets, there are a few pre-processing considerations to be aware of:
You may enter multiple cheques.
Review the defaults from Payroll > Employee Maintenance, including timecard Default rules, Tax Distribution Methods, Valid State/WC Code on file for Payroll companies and contracts.
Review the defaults from the Payroll > Global Setup > Unions and Payroll > Global Setup > AUS Specifics > Contracts files, such as union and rate defaults.
Review restrictions, such as not processing for terminated employees, completed contracts, and dormancy.
Enter timesheets for multiple states, and check the defaults for these states in Payroll > Employee Maintenance.
Enter timesheets with various period ending dates to test the rate defaulting, Union Calculations defaulting, Contract Calculations defaulting, and Payroll > Global Setup > AUS Specifics > Pay Calculations defaulting.
Once the Period is added, the next step is to Input Timesheets. This will be done for all employees and their timecards for the chosen frequency period.
Inside of the selected Payroll Frequency, this item is located just below Period Maintenance on the tree, in Input; Payroll > [Payroll Frequency] > Input > Timesheets
Using the ADD button, begin to input your employee's KNO (employee number) and their Timesheet line will start to default in. When you have all necessary fields, click the SAVE button located on the line.
This will bring up the Time Cards screen. It will automatically open to ADD to allow you to start entering this employee's Timecard information.
Some entries may default based on information entered on the employee maintenance record or from the award. Additional entries can be added or modified. Use the tab button to scroll along and fill in the necessary fields.
The timesheet above has been populated based on employee earning categories record those entries with autoflow type = Timesheet.
Time Cards
Field | Description |
Date | Will default to period end date. All timecard entries must be prior to this date and not future dated. |
Earn Cat | Check or enter the Earning Category for the hours to be paid |
Costing Method | Will default from employee maintenance ‘default costing’. Once an earning category has been entered, the costing method and analysis may change depending on the ‘Pay Item’ configuration. |
Analysis | Analysis will populate from the Costing method selected and the earning category configuration however, these can be overridden on the timesheet. (refer to 3.2.1) |
Regular Hours | Enter the hours to pay. |
Overtime/Double Time hours | Enter overtime hours if being used. Separate earning categories may have been define. |
Regular Rate | Hourly rate in which earning category is paid. |
Gross | Total gross for that earning category. |
Time Card Amounts
When the Earning Category is based on an ‘Amount’, you must enter these manually. Otherwise, these fields show the employee's total timecard amounts for regular, overtime, and double time hours, as well as the reimbursable amount when applicable.
Daily Hours
When regular, overtime, and double time hours are automatically defaulted into the appropriate day of the week, totals such as Cheque Total or This Tran are not updated. They are only updated when you leave any Daily Hours field.
Time Card Details
This information defaults from employee maintenance record. Unions can be updated to reflect an EBA rate that is applicable. Employee Trade and Skill level may be modified if the earning category is to be paid at a different level as defined under the Union. If using Prevailing Wages on Job, the schedule will default in from Job if linked. The PW trade and PW skill will default in from employee record.
Countries or State
Information will default from the employee maintenance, state details for an individual. If a transaction is to have payroll tax or workers compensation calculated at a different state rate, then these fields will require to be updated.
Original Timesheet Info
These fields are required for a negative timecard. A negative timecard is the reversal of a positive timecard from a previous period within the current PR year.
A positive timecard can reference an "original" transaction, but you should be aware that the original transaction can no longer be referenced as the "original" transaction on a negative timecard. The only purpose for entering these fields on a positive timecard is to provide an audit trail to corrections that were required.
Use the Save button on the line to save each entry. Click the Next button in the bottom right, to return to the ‘Timesheet Input’ form.
Analysis selection
Under Analysis, using the ellipsis to the right, this is where the contracts can be found and entered. This lookup is dependent on the costing method contract/GL/Workshop/Asset
A look-up box will generate. Here use the ARROW
to select the contract, section and activity needed to properly cost the time.
Use these Arrows to move through, add the appropriate contract numbers, and then use the Pointer/Hand to select the final category.
Once the correct Job has been selected and the time has been recorded, use the Save button on the line to save each entry. (Below is an example of a contract costed entry)
Timecard Deductions
Employees will hold permanent deduction records on their ‘Employee Maintenance’ record. E.g. Superannuation and child support payments. Additional deductions can be added as required, these will be a one off deduction unless added against the employee maintenance record.
Field | Description |
Override Type | The type of override – No longer valid ETP Tax or CDEP Tax types |
Override Code | Enter the Pay Calculation code where required, if Payroll Tax or workers comp selected as type must enter STATE for these. |
Union | Will only be open if Union Calc is selected |
Contract | Will only be open if Contract Calc is selected |
Trade | Will only be open if Contract Calc is selected |
PW Schedule | Will only be open if PW calc is selected |
PW Trade | Will only be open if PW Calc is selected |
Calc No. | Will only be open if PW Calc or Contract Calc are selected |
Fund Id | Select super fund from the lookup table ‘Superannuation’ |
Supplier | This will default from the lookup table, supplier attached to the super fund |
USI | USI will be visible but not updatable for Super pay calc must come from employee pay calc |
Member | Enter super fund member Id for individual |
Deduction | If the Pay Calc is a deduction enter the $ amount to be deducted from wages |
Earnings | If the Pay Calc is Fringe included in Pay, enter the $ amount to be paid |
Employer Burden | If the Pay Calc is a Fringe not included in Pay, enter the $ amount |
NOTE: A deduction override for super records will pre-populate with Super fund information from Employee Maintenance record.
Use the Save button on the line to save each entry.
Leave Balances
The creation of timesheets via the spreadsheet import, direct data entry or autopay, calculates leave accrual instantaneously. This is not done within the ‘calculate’ process. You are able to check the employee’s leave entitlements via the HR module or via the HR details tab within ‘Employee Maintenance’ prior to processing the pay.
As soon as a timesheet is entered users are able to verify the leave accrual for the period and what is entered for leave taken in a timesheet in HR> Personnel Workbench > Leave > leave taken and Accrued.
When a timesheet is deleted for an employee, the leave taken and accrued records for the period is removed.
Uploading Timecards
If you are using a excel spreadsheet, or a Time and Attendance database which creates a file for importing into COINS, choose the ‘Load Timesheets’ option on the menu to select the file to be loaded.
Payroll > [Payroll Frequency] > Input > Load Timesheets.
Field | Description |
File Location | Whether the file to load is located on your local PC (PC) or on the COINS host computer (server) |
PC File Name | Select the local PC file for loading. Up to 5 local files can be entered |
Upload Mode | Check – Validates all the data and reports on errors and warnings Load – imports the file into Timesheets |
Period Type | Select they type of Payroll cycle (Regular, Adjusting, Future or Recurring) |
Period | Enter period number to receive the timesheets |
Auto Generate | Whether the auto generate of timecards should be created at the time of this load. This option will load any standard employee earnings or deductions on the employee maintenance record at the same time |
Validate header | Unselect this field |
Use the Next button to run the process.
Load Timesheet report Output
A report will be generated which will display how many records were included in the file (Row 1, which contains the field names, counts as a record) and how many could be read successfully. Immediately following the number of records will be a list that contains Records in Error followed by Warnings.
Line Numbers referenced on the report correspond to the rows on the CSV file.
Errors listed on the report must be corrected before you can load the file. Warnings should be reviewed, but are usually used for informational purposes only.
Auto Pay Timesheet
For an employee to be identified as ‘Auto Pay’ there is a flag that must be set on the ‘Employee Maintenance’, Profile Tab.
The field ‘Hours per Pay Period’ will need to record the total hours the employee will be paid for the pay frequency. The ‘Auto Adjust timecards’ will refer to hours and adjust accordingly.
Employee ‘Earning Categories’ and ‘Pay Calculations’ will need to be entered for default payments.
NOTE: Refer to ‘HT014 Setup Auto Pay Salaries’ for full process.
AutoPay Salaries
This process will create the ‘Autopay Salary Timecards’ for the salaried employees marked as being ‘Auto Pay’ on the employee record. This will generate the timecards for employees based on ‘autoflow’ earnings and deductions setup on the employee.
Payroll > [pay frequency] Payroll > Input > AutoPay Salaries
Review the report for the output and resolve any errors
NOTE: If there are variations to employee timecards these are loaded via timecard csv file upload. (Refer to HT014) e.g. Public Holiday
Auto Adjust Timecards
This process will auto adjust for the salaried employees to be equal to the ‘Hours per pay period’ field setup on the ‘Employee Maintenance’ record.
Currently an employee timesheet will display the auto generated hours from the employee ‘Earning Categories’ record PLUS the timesheet upload. This process will values defined on parameters to adjust timecards for the correct number of hours
This process is available to be run in ‘Report/Update’ mode. This will give the details of the changes that will be made to the timecards.
Calculation
Once all employee timesheets have been added and the necessary checks, verify the data is correct, run the payroll Calculation. This process will return an “OK” in the report, if no errors are found. If errors are found fix the errors and re-run the payroll calculation.
NOTE: Use the selection criteria to process the calculation function for all, select or individual employees.
The status of the employee’s timesheets will be set to ‘CALCD’ after this has been run.
Field | Description |
In this Run | Calculate only employees that have not already been calculated i.e. with a status of ‘START’ |
This and Previous | Calculate all employees in the pay run i.e. with a status of ‘START’ & ‘CALCD’ |
Sort report by | Default is employee but able to select different sort orders |
Use the Next button to run the process.
Check and fix any errors found in the report. Run the report as many times as needed until no errors appear.
Missing Timecard report
The Missing Timecard Report allows you to list all employees who are active for the period and do not have a current timesheet on record. After inputting all of the timesheets for the frequency period, run this report to find any errors that may be in the data, go back to fix the errors and then re-run the report. Validation on selection criteria will be performed.
Payroll > [Pay Frequency] > Reports > Missing Timecard Report
NOTE: This report should be run after the Calculation process to report other parameter validations.
Preview the report output and resolve any error. The report can be run as many times as required.
Review Payrun
This is a spot check after running the Payroll Calculation. When reviewing large amounts of data it is useful to use the excel export function at the bottom of the screen to analyse the data in excel format.
Payroll > [Payroll Frequency] > Period Maintenance.
Enter into the Period Maintenance screen, which allows you to set up weekly payroll periods, and then click the period hyperlink, to review the data.
On the Timesheet Detail tab and review the employee’s timesheet details. Use filters and column sets to view data if different format
On the Net Detail tab, review the net amount details for an employee.
Use the filters at the bottom to filter for ‘negative’ cheques. These will need to be resolved.
On the Burden Detail tab, an employee's detailed burden information can be viewed.
On the Pay Calculations tab is where you can see leave oncost and employee super and deductions.
You can use filters to extract specific totals for pay calculations
The Override Tab will display any employee timesheet overrides entered along with employee pay calculations.
Award and Contract Calculations details will display employee who have had Award / Contract or Prevailing Wage calculations on timecards.
After reviewing the data, correct any errors that are found.
NOTE: Payrun must be Reset before changes to employee timecard can occur. Once resolved recalculated and review.
Validation of Costing Workbench
This is a must after all CALC’s to ensure there are no GL or Job related errors that are out of control of payroll.
Validation of the costing workbench must occur after final CALC. The SuperPay file cannot submitted until this process is completed.
View individual Transactions
It is possible to view transactions in the costing workbench prior to posting. This will assist in reviewing individual transactions and costing.
Payroll > [Payroll Frequency] > Costing Workbench.
Drill into the hyperlink for the batch (Batch 375 in this example).
In the Transaction Tab, all transactions within the batch will be displayed. Using the filters at the bottom there is the ability to review Analysis, Accounts, and Item’s prior to posting.
Validation of Batch
Validate Batches performs a validation on the selected batch to ensure they are ready to be posted.
Payroll > [Payroll Frequency] > Costing Workbench.
Tick the flag for your Period (Period 375 in this example) and use the action bar at the bottom to Validate Batches.
This will prompt you to another screen, Click the Next button located in the bottom right.
After running the validation report, view the report output and fix ALL errors before moving forward.
NOTE: Payrun must be reset before changes to employee timecard can occur. Once resolved recalculated and revalidate.
An error-free validation report should appear as below.
The ATO-STP is only a warning, advising you that the PAYEVNT file has not been submitted to the ATO.
Batch Analysis Summary Report
Staying on the Costing Workbench, use the drop down arrow and change the action bar to Analysis Summary Report to run this report. The Batch Analysis Summary Report provides a detail breakdown of all costs associated with a Payroll run. Costs are displayed by Analysis Job, cost code, or WBS, and by General Ledger. This information is provided prior to completing the payroll process and allows you to correct any data that may be in error prior to posting.
This will prompt you to another screen, Click the Next button located in the bottom right.
This report shows the analysis of costs debited and credited to GL, and contract accounts. The Total figure must reconcile before posting.
After running the Batch Analysis Summary Report, view the report output and fix ALL errors before moving forward.
NOTE: Payrun must be reset before changes to employee timecard can occur. Once resolved recalculated and run the Analysis Summary Report again.
PL Analysis Report
Staying on the Costing Workbench, use the dropdown arrow and change the action bar to PL Analysis Report to run this report. The PL Analysis Report provides a detail breakdown of all supplier invoices and the transactions within the pay run. This information is provided prior to completing the payroll process and allows you to correct any data that may be in error prior to posting.
This will prompt you to another screen, Click the Next button located in the bottom right.
This report will display the supplier and the transactions that will create an invoice for payment. The Total figure must reconcile before posting.
Reset Pay
Payroll Reset "undoes" the [payroll frequency] payroll calculation by setting the employees' status to START and restoring the to-date and associated figures to the position they were in immediately before the pay calculation was run.
Payroll Frequency > Reset.
Running the Reset can be performed in two ways. The fastest and most effective way is to narrow the selection criteria down to the specific area inside of the payroll period to be reset, such as employees on a particular job. It is also possible to reset the entire payroll period, which is a large calculation reset for the system.
To narrow the reset down to any changes made, click the Employee Selection tab. Here it is possible to filter the reset process to the specific area in which changes have been made. In the example below, a single employee is being reset using the Employee Number field.
Alternatively, by simply clicking Next on the Main screen, it is possible to reset the entire Payroll period. Again, this is a faster reset when the process is narrowed using the filters.
After clicking Next, View the PDF Report by clicking the printer icon.
The report will output with status ‘OK’ to indicate the selected employee(s) have been reset to a timecard status of ‘START’ and will allow for modifications to timesheets.
NOTE: The calculation process will need to be run after changes to timecards are made.
Reports – Payroll Checking
The following are a number of reports that should be run to validate data being processed in the payrun.
Report should be run after the calculation process. All reports can be run after a payrun has been costed, selecting from Company Reports menu.
Missing Timecard Report
The Missing Timecard Report allows you to list all employees who are active for the period and do not have a current timesheet on record. After inputting all of the timesheets for the frequency period, run this report to find any errors that may be in the data, go back to fix the errors and then re-run the report. Validation on selection criteria will be performed.
Payroll > [Pay Frequency] > Reports > Missing Timecard Report
New validation is completed against parameters once the calculation process has been run. Preview the report output and resolve any error. The report can be run as many times as required.
Timecard Report
The Timecard Report can be run for a specific contract or sectors within a contract. It will also display Payroll Tax and Workers Compensation States if multiply timesheets contain timecards across different states. Check the report against what is expected. If discrepancies are found, reset and reprocess.
Payroll Report
The Payroll Report should be run in Summary and Detail mode. Check the report against what is expected should have occurred. If discrepancies are found, reset and reprocess.
It is recommended to tick show fringes over pay if you would like to see super, payroll tax or workers' compensation figures for each employee to ensure data is correct.
Detail:
The Detailed Payroll Report provides a detailed view of all employee components of Net Pay and Burdened Gross Pay.
Summary:
The Summary Payroll Report provides a summary view of Net Pay and Burden Gross.
Pay Report
The Pay Report can be ran in Summary or Detail mode. Check the report against what is expected. If discrepancies are found, reset and reprocess.
This report will display Super SG Contributions for each employee.
Detail:
Will report earning categories.
Summary:
Will report totals only.
Superannuation Report
The Superannuation Report provides a detail view of all super contributions processed within a pay period, month, quarter or year. Use the sort order to extract data in different ways
Review the report output to check employee(r) contributions. Use Quarterly report to keep track on capping amounts for individual employees. If adjustments are required, reset and reprocess.
This report should reconcile to superpay file that will be sent to super funds.
Tax Report
The Tax Report provides a detail view of all the different types of tax processed within a pay period, month, quarter or year. Sort orders will extract data in different format.
Use this report to reconcile to PL Anaylsis Report in the Costing Workbench to the ATO supplier.
Earnings and Deductions Report
The Earning and Deductions Report can be run in Summary or Detail mode. Will report all pay components processed in the payrun. Can be used to across all components or a specific Earning or Deduction code.
Leave Liability Report
Can be run for specific Leave type or ALL. Date to be run as per period end date or end of month.
The leave balance in Total column should reconcile to employee HR details tab on employee record.
Payroll Variation Report
Payroll Variation Report compares the significant pay items for one period against the other and reports the variation. Can unselect those that are not required to be compared.
Leave History report
This can be run in so many variations depending on the parameter settings for report. To ensure all employees have correct accrual for the period enter the ‘to’ and ‘from’ to be period ‘start’ and ‘end’ dates
You can run in Detail or summary.
You can report on Accrued only or Taken only or both
You can run for all leave types or specific types
Verify all leave has been accrued correctly for employees.
Accept Payroll
After all the reports have been run and checked, the payroll can be accepted. Please ensure to have fixed any errors and have re-run the reports and verified it is correct before this step. Ensure payroll is hitting the accounts correctly.
Accept Payroll lets you accept the [payroll frequency] pay calculation for each employee; they are ready to be paid. You can accept either individual employees to be paid or a number of employees to be paid.
The status on the timesheets will now display ‘ACCEPTED’
Payroll > [Payroll Frequency] > Accept Payroll
Click the Next button to run the payroll.
Check and see if the Report found in Report Builder has given you the okay to Post your Batch. If not, find the error, fix it and repeat these steps until that is the case.
EFT Output and Print
EFT Output and Print allows you to output EFT transactions onto the EFT medium for direct deposit. The layout of this function will depend on whether the organisation is using one primary bank account for wages or manner.
A future dated file can be produced.
Payroll > [Payroll Frequency] > EFT Output and Print.
Click Next to run the report.
NOTE:
If using multiply bank accounts for wages to be paid from, this form will vary.
PR/PARAMETER – BNKONCHK and PR/BACSFILE
In the Report Viewer, under Report Status check the report that was generated for any errors.
After reviewing the report go to Report Status and Select My Files, the last tab. Find the EFT Output that has been processed by looking for the date and time of processing on the right hand side. You can view the file by clicking on the hyperlink.
Once the report is run, it is important to remember the .aba file, which is created to save and send to the bank for all employee direct deposits. This file will contain all information needed to direct the funds to all employee accounts by the bank.
Click the Printer Icon to bring up the Report Status Page, and go to the My Files tab.
Be sure to check you have to correct file by looking at the date modified.
Upload this file to the bank for the Electronic Funds Transfer (EFT) payment to the employees.
NOTE: The EFT process will automatically create the PAYEVNT file for Single Touch Payroll and the SuperPay file for submission of superannuation to funds.
Employee timesheet status will now be set to ‘PAID’
Submit PAYEVNT File
Once the EFT process is complete, a PAYEVNT file will be generated. This must be submitted to the ATO on or before the employees are paid.
Payroll > [Payroll Frequency] > ATO Workbench
The file will have a status of ‘unsubmitted’
Using the action button at the bottom, select the file and validate. This will validate common details in the file for any errors prior to submitting to the ATO.
Check and see if the Report found in Report Builder has returned a message of ‘validated successfully’. If errors found, fix and repeat the validation.
Once the STP file has been successfully validated and there are no errors, it is ready for submission to the 3rd Party for ATO processing. Using the action button at the bottom, select the file and submit.
A new window will open displaying the ‘Declaration’.
Verify the Message type has SUMBIT . This will ensure file is including W1 and W2 records for BAS reporting.
Tick the declaration to submit.
Click the Next button to submit. The status of the file will change to ‘submitting’
NOTE: Refer to the ‘COINS Single Touch Payroll’ manual for further details on reporting to the ATO.
The ‘Pull ATO/SuperPay Responses’ Report must be run to ensure that the submitted file returns a message of ‘COMPLETED’.
If this is not run the STP workbench will not update the file to COMPLETED and it will remain as ‘SUBMITTED’.
NOTE: User must verify that the ATO has not returned any errors in report so this must be run after each payrun.
This will then update the STP workbench with a status of ‘COMPLETED’. The file has been successfully transmitted to the ATO for processing.
Submit SuperPay File
Once the EFT process is complete, a SuperPay file will be generated. This must be submitted to super funds on the day the employees are paid.
Payroll > [Payroll Frequency] > ATO Workbench
The costing workbench must be validated prior to submitting to funds, if you fail to do so you will get and error.
The file will have a status of ‘unsubmitted’
The file much like STP must be Validated before it can be uploaded to Ozedi.
The validation will check the following:
Account validation – ClientID is correct, no low account balance and API connection is working.
Client Validation – Sender information is correct e.g. Sender ABN, Payer ABN, employer ABN
USI and Fund ABN – verifies the USI and fund ABN are correct for APRA funds. If there are no super fund banking details entered, then Ozedi will populate this information into the uploaded SAFF. If there is no PRN populated, Ozedi will populate a PRN.
If the status returns UPLOAD_PRE_PROCESSING _FAILED that means the file has validation errors. These must be resolved before you can continue.
NOTE: Refer to the ‘SuperPay’ How to document for full process and details on submitting to funds.
Print Payslip
Payroll > [Payroll Frequency] > Print Payslips.
Select the pre-set form from the drop down menu.
The ‘Reprint’ check box if selected will email payslips; if you select ‘Reprint’ and do not want payslips to be emailed out you must select the field ‘DO NOT EMAIL PAYSLIPS ON REPRINT’. This will only be displayed once reprint is selected. Then it will only create a PDF file in the report status.
Use ‘Employee Print Method’ to ONLY print selected employees that have payslip method set to either EMAIL, POSTAL or HAND-DELIVER on their master record in ‘Secure Document email information’.
NOTE: Email Template must be configured to use this field.
Click Next to run the report.
To view the payslips click on the hyperlink on the report in Report Status.
NOTE: PR/Parameter – DEFPRN if value = Y this will automatically email employee the payslip using the email address defined on their ‘Employee Maintenance’ record
COINS Australian Standard Payslip as at V12.05
Posting Payroll (Costing Workbench)
NOTE: Do not perform this Step until 100% confident that all payroll calculations are correct.
Once the pay has been finalised you can transfer the costs to other COINS modules using the Costing Workbench.
Once the payrun has been ‘Calculated’ transactions will appear in a batch within the costing workbench. There will be transactions for each project code and GL code used, for each employee.
Make sure all reports have been run; the batch has been validated prior to Posting.
Payroll > [Payroll Frequency] > Costing Workbench
Make sure that the correct Period has been selected. Using the dropdown arrow, select Post Batches and use the Next action arrow to perform the action.
‘Analysis Summary Report’ and ‘PL Analysis Reports’ can be run prior to posting and after positing.
Post Batch Report is available for review in the report builder.
PL Analysis Report will report out invoices being generated by the batch for payroll creditors e.g. ATO, Super Clearing house, Child Support etc.
GL Cost Posting Report
Review all posting reports generated.
This weekly (or other frequency) Payroll has now been successfully processed.
When drilling into the posted batch, on the Batch Tab, it will display the GL batch, CB Batch and the PL Batches for posted and non-posted invoices.
Accounts Payable
View Payroll Batch
Account Payable > Invoices > Enter Invoices
The auto generated batches from payroll will have the PR batch number in the description.
General Ledger
View Payroll Batch
General Ledger > Enquiries > GL/JC Batches Enquiry
The auto generated batches from payroll posting will have the PR batch number in the description.
Contract Status
View Payroll Batch
Contract Status > Enquiries > Single Contract Enquiry
Cash Book
View Payroll Batch
Cash Book > Enquiries > Cash Book Batches Enquiry