Utilities - Batches - User Defined Batches

To add a new User Defined Batch Template, from the Navigation pane:

Expand              Utilities
Expand              Batches
Double click       User Defined Batches

Click on New

Button	Description
	Click on the New button to create a new Batch Template.
	Click on the Detail button to edit and/or view the detail of a template. You can also double-click on the record in the grid.
	Click on Delete to delete the template. A template cannot be deleted if there are any batch instances using this template on the Batch Instance Management screen. This includes batches that have been processed. You can delete these batch instances on the Batch Instance Management screen.
	If you have deleted a template and have not yet saved, you can undelete the selected template by clicking on the Undelete button.
	Click on the Save All button to save a new template, or when you have made changes to an existing template.
	When you click on Refresh, the system will refresh the data from the database.

The Wizard will open.

Click on Next.

Complete the mandatory fields flagged in red.

Fields on this screen,

Field	Description
Code	Select the applicable batch template that should be used to create the batch instance.
Short and Long Description	Enter a description for the batch. The length of the short description may be up to a maximum of 35 characters, and the long description up to a 100 characters.
Batch Instance Type	Select the required batch type. The options are: Import: this option allows you to import any MS Excel spreadsheet using the selected batch template. The columns in the spreadsheet do not need to be in the same format as the columns in the batch template, as it can be mapped to the columns in the batch template upon import. Export: this option allows you to export a batch into an MS Excel spreadsheet format. The export file contains the employee’s current values. The export file can be used as a template to complete the information in the correct format. Capture: this option allows you to capture the payroll information in a batch instead of entering information manually on the employees’ Payslip Detail Screens.
Company	Select the company for which the batch template is being created. The available fields, such as payroll definitions for the selected company will be displayed. If you want to use the template to import batch values for multiple companies, the payroll definition codes for the companies must be the same.
Allow Duplicate	Select whether duplicate records for an employee may be captured. The options are: Allow Duplicate Records This option will allow you to include the same employee more than once in the same batch instance without giving you a warning. Warn Duplicate Records This option will allow you to include the same employee more than once in the same batch instance but will display a warning where duplicate employee records exist. No Duplicate Records You will not be allowed to include the same employee more than once in the same batch instance.
Create Lines	If you tick this box, the payroll definitions for which data is captured in the batch instance that do not exist on the employee’s Payslip Definition screen will be added when the batch is processed. Should this box not be ticked, an error will be displayed indicating that the information could not be processed as the lines do not exist.
Skip Terminated	If you tick the box, employees whose Employee Status is Terminated will not be updated. This means that the employee will be skipped. Employees terminated in the current pay period will still be updated.
Allow Multiple Companies	Tick the box if you want to import batch values for multiple companies and multiple company rules. If you want to use the template to import batch values for multiple companies, the payroll definition codes for the companies must be the same

You have to define at least one batch filter to specify which Company Rule(s), Payslip Type(s) and Pay Run(s) may be updated in the batch instance. Employees who fall outside the filter criteria will be ignored, therefore they will be skipped.

Buttons on this screen

Field	Description
	Click on this button to add new filter criteria.
	Click on this button to remove filter criteria.
	Click on the Add All button to add all the company rules from all the companies.
	Click on the Change To Main button to change the Pay Run Definition Option of the selected filter to the Main Pay Run option.
	Click on the Change To Open button to change the Pay Run Definition Option of the selected filter to the First Open Pay Run option.

Batch Filters

Field	Description
Company Rule	Select the company rule(s) for which information must be updated through the batch. The employees will be filtered according to the company rule(s) selected. If the employees are not linked to the selected company rule(s) they will not be updated. Please note: User Defined Batches can be setup for multiple company rules.
Payslip Type	Select the applicable payslip type (pay run) that must be updated: Normal: this option will update all normal pay runs that were not flagged as a Leave Pay type pay run. Leave Pay: this option will update the pay runs that were flagged as a Leave Pay Type pay run. Tax Close: this option will update a closed tax record payslip. Tax Adjustment: select this option when the batch must update fields for a previous tax year, for example, when you want to process RFI adjustments. A tax adjustment payslip will be created where the pay period is in the last pay period of the selected tax year.
Pay Run Definition Option	Select the pay run for which values will be entered, such as the Main or Bonus Run: Main Pay Run: select this option when the Main pay run must be updated. When you select this option you do not have to select the specific pay run. First Open Pay Run: when you select this option, the first open pay run found on the employee’s record will be updated. The first open pay run is determined by the priority set on the Company Rule Detail Screen. When you select this option you do not have to select a specific pay run. Specific Pay Run: this option allows you to select a specific pay run that must be updated.
Pay Run Definition	This field will become enabled when the Pay Run Definition Option is Specific Pay Run. Select the pay run that must be updated. When updating multiple companies and/or company rules the codes of the pay run definitions must be the same.

When the E – Export option is selected in the Batch Instance Type field, different fields become available that needs to be completed.

Fields on this screen

Field	Description
Export Type	This option allows you to select whether the Batch Template must be available for user-defined batches and/or data exports. The options are: User-Defined Batch: when you select this option, the Batch Template will only be available on the Batch Instance Management screen. This will allow you to create batches in order to enter the required values for the employees. Data Export: when you select this option, the Batch Template will only be available on the Data Export Templates screen. This will allow you to export all the employees’ current values. Both User-Defined Batches and Data Exports: when you select this option, the Batch Template will be available on both the Batch Instance Management screen and the Data Export Templates screen. This will allow you to import batch the values or to export the employees’ current values
Export Option	This option allows you to select the payslip type that must be exported. The options are: Export for Payslip Type: this option allows you to export the values for a specific pay run. Sum all Pay Run Values: this option will combine the values for all pay runs into sum totals and export one amount for the payroll definition.
Display Codes and Display Codes Option	This option allows you to select whether the code or the display member of the field must be exported. If no option is not selected the database ID of the field will be exported. Tick the box to enable the Display Codes Option field. The options are: Codes: select this option to export the code of the selected field. Display Member: this option will export the code of the field followed by the short description of the selected field, e.g. ADM – Administration.

Once you have made the necessary selections, click on Next.

In this screen you will select the fields that you would like in the batch template:

The Field Selection Page Screen is divided into two sections.

The first is the Available Fields section, where you need to select the required field(s) that must be included in the Batch Template by expanding the required system area and double-clicking on the field. Repeat this until all applicable fields have been selected and are displayed on the right-hand side in the Selected Fields section.

The second is the Selected Fields section, which displays all default fields as well as the fields selected by you on the Available Fields pane. The following fields will default and will always be available in the batch:

Company,
Employee Code,
Company Rule,
Payslip Type,
Processing Period, and
Pay Run Definition.

Note: The default batch fields cannot be deleted. These fields must be completed either on the import sheet or when capturing the data. The batch instance will fail if these field are not completed.

Buttons on this screen

Field	Description
	These buttons allow you to navigate between the records of the batch.
	Click on the Delete button to delete the selected field. When you click on this button while you are creating a new template and the template has not yet been saved, the field will be deleted immediately. Should you make changes to an existing template, the field will become red. When you have completed the wizard and you click on Save All, the field will be removed from the template.
	When you have deleted a field from an existing Batch Template, the field becomes red. Click on the Undelete button to undelete the field and the field will appear normal again. However, when you are busy creating a new template and you delete the field, the field will be removed immediately. This means that you cannot undelete a field while creating a template.
	You can change the column order of the batch fields. Click on the up or down arrows to change the sequence of the field.
	Click on the Auto-Map button to map the columns in the MS Excel spread sheet to the fields in the batch template. This means that if the spread sheet already exists, you can select the spread sheet and map the spread sheet columns to the fields in the template. This will default when creating a new batch instance.

Selected Field options

Field	Description
Field Display Name	This column displays the selected field(s) for which the batch input will be done.
Calculation Entry	You can link a custom calculation to the selected field. When the batch is processed, the field will be updated with the calculated value. This means that you would not capture the value manually. Where an export batch is processed the calculated value will export.
Min	This field determines the minimum value that can be captured for this field. If the value is less than the specified value you will not be able to process the batch.
Max	This field determines the maximum value that can be captured for this field. If the value is more than the specified value, you will not be able to process the batch.
Override	Tick the box if the captured batch value should override the payslip value. If the box is not ticked, the amount will be added to the existing value on the payslip.
Default Type	You can specify a default value for the field when capturing the batch instance. The options are: Value Only: select this option when there is no default value. Previous Value: when you select this option, you the value for the first record in the batch instance will have no default. From the second record in the batch the field will default to the value entered for the previous record. The default value may be changed when capturing the batch. Previous Value + Step Up: this option allows you to specify a step up value. The first record in the batch will have no default value. All subsequent records captured will default to the previous value plus the step up value specified. No override: all records in the batch instance will default to the specified value. You will not be allowed to change this value in the batch instance. Fixed Value override: all records in the batch instance will default to the specified value. You will be allowed to change this value in the batch instance.
Default Value	This field will be enabled, if you selected the Default Type as ‘Previous Value’ + ‘Step Up’, ‘Fixed Value no override’ or Fixed Value override’. Enter the fixed or step up value.
Column Total	Tick the box if a total for the column must be entered when the batch instance is captured or imported. The total must be manually entered at capture or import time. The total entered will be compared to the sum of the captured\imported records. You will not be able to process the batch instance if the totals do not match.
Map To	When a MS Excel spread sheet is used to import the values, you can map the fields of the template to the applicable columns in the spread sheet. When the spread sheet is imported, the column mapping will default from the selections made on the template. The mapping may be changed when importing the batch. Note: Use the Auto-Map button to select the MS Excel spread sheet, in order to map the fields.
Sequence	You can change the sequence of the batch fields, i.e. the column order. In some instances, the order in which the fields are updated is important, for example where the next value depends on the value entered in the previous column. Note: Use the up and down arrow to change the sequence of the batch columns.

Once you have selected all the batch fields, click on the Next button.

The Batch Template as well as the fields selected will be displayed on the screen.

On the Complete Screen of the wizard, click on the Finish button.

Click on Save All.

Once a new Batch has been created you can now Export, import and capture values using the newly created Batch. The Batch Instance Management screen is used to capture, verify, process, export and import all user-defined batches. You must select the applicable batch template as defined on the User Defined Batches screen. You will be allowed to make changes to the template from this screen, but no additional batch fields can be added from here.

From the Navigation pane:

Expand              Utilities
Expand              Batches
Double click on Batch Instance Management
Click on    Create New Batch

The Wizard will open.

Click on Next.

Select the Batch Template you created to be used, all fields will default as initially created once User Defined Batch was setup.

You can can make changes on this screen should you want to make modifications to the layout.

Click on Next.

If your Batch Instance Type was set to Export;

Select the employees you want to include;

Select Export option, and Export File Path for the Batch to export to.

If your Batch Instance Type was set to Capture;

Select the employees you want to include;

The values can now be captured on screen to process the Batch.

Select Next.

Click on Finish.

If your Batch Instance Type was set to Import;

Click on the File button to import the Excel sheet.

Browse to the file to be imported.

Once the file is imported you will get a message mentioning how many employees data is included in the file.

Select OK.

Map the Fields to the sheet you are importing.

Select Next.

Click on Finish.

Once the template is created you are now able to access the Batch Instance Management to run the batch.

You will then get this message please select Yes.

Next step is to Verify the Batch, you will the number the heading Processing Status: V - Not Verified, select the batch to be verified then select to Verify Batch.

The following screen will open, Verify the data and click on Save

If the batch does not have any errors and is successfully Verified you are then able to Process Batch, you will now find the batch under the heading Processing Status: R - Verified - not Processed. Select the batch to be processed then select Process Batch.

Select Yes to continue.

If you do not have multi processing please select No.

You will then get a message confirming how many employees were Processed.

Click on Ok.

Please refer to the Process Batch Report on the status if the values have been updated with the batch.

You can also access some of the employees and do a spot check.