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Description: In In this topic, the user will learn how to reconcile payroll batches. Payroll batches can be reconciled in DCI payroll batches after the employee has been paid. This helps track which entries have been paid out. Additionally, it is necessary to reconcile dollar-based entries in a payroll batch in order to give a billable amount to the entry.
Role Required: Super User/Payroll
Permission Required: N/A
Download Raw Payroll Dump File
Once After a Payroll Batch payroll batch has been processed and approved, the system will generate the Raw Payroll Dump filethe raw payroll dump file. This file contains some data that will be required to reconcile the batch. Before we go into the steps of how to reconcile a batch, we will first go through the steps that need to be completed But first it's necessary to create the text file that will be used to reconcile a batchfor reconciliation.
Follow these steps if you are If on the final step of processing a batch and have the Batch Details batch details screen still open.
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:
When a batch has been approved, the green Reconcile button displays
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and the batch details status is transmitted.
Scroll
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down the page to click the Attachments tab
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Locate the file
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that
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begins with RawPayrollDump
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Following the name is an underscore followed by numbers to create a unique identifier for each Raw Payroll Dump file
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Click the Download dropdown and select CSV for the file type.
Click the Download drop-down and select CSV as the file type
Click the blue Download Arrow Icon to start the download
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Click the downloaded file to open
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the RawPayrollDump
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in Excel
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Follow these steps if the Batch is Transmitted and the Raw Payroll File If the batch was transmitted and the raw payroll file was not downloaded during the Batch batch creation process.:
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Click Payroll on the Main Menu.
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Click Batches on the Sub Menu.
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Select Payroll from the main menu
Select Batches from the submenu
Use the filters to locate the batch and click Search
Click anywhere in the batch row to open
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the batch details page
When a batch has been approved, the green Reconcile button
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displays and the batch details status is transmitted.
Scroll down the page to click the
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Attachments tab
Locate the file
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that
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Following the name there will an underscore followed by numbers to create a unique identifier for each Raw Payroll Dump file.
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Click the Download dropdown and select CSV for the file type.
begins with RawPayrollDump
Click the Download drop-down and select CSV as the file type
Click the blue Download Arrow Icon to start the download
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Click the downloaded file to open
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the RawPayrollDump
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in Excel
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Create Reconcile Text File
Open Excel and create a file with the following column headers:
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PayrollEntryID
Listed as Entry Id on the RawPayrollDump file
Create one row for each
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The Payroll Entry ID as listed in DCI. Create one row per payroll entry.
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payroll entry in the batch
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Required field.
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PayrollSystemReferenceID
ID generated from the organization's payroll
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Required field.
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PayrollRefCheckId
The check number that the entry was paid out on
Optional field.
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UnitAmount
system/engine, external to DCI.
Check number on which the entry was paid, generated from the organization's payroll system/engine.
Unit
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amount as entered on the punch entry. This must match the punch exactly.
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Required field.
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NetPay
Listed as Pay Units on the RawPayrollDump file
Net
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amount paid to
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Required field.
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PayDate
employee, generated from the organization's payroll system/engine.
Date
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the employee was paid
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Required field.
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PayrollBurden
, generated from the organization's payroll system/engine.
Actual
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payroll burden for the entry
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Required for dollar-based entries, optional for all other units.
Listed as Burden Multiplier on the RawPayrollDump file
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PayrollEntryID
PayrollSystemReferenceID
PayrollRefCheckId (optional)
UnitAmount
NetPay
PayDate
PayrollBurden
Save as a Text (TXT) file to import
*Please note or it will not be able to be imported to DCI. NOTE: The headers must be spelled exactly as listed above and in the same sequential sequence as listed above or there will be an error when trying to import the text file.
Reconcile a Single Batch
Follow these steps if you are If on the final step of processing a batch and have the Batch Details batch details screen still open.
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:
On an approved batch, click the green Reconcile button
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.
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Complete the Reconcile from Payroll form wizard
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Enter a Ref Reconcile Id
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- Choose any reference number
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File Name
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-
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The name that will appear in the
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Attachments tab describing the reconcile file
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Click Add
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Attachment to attach the
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reconcile text file discussed in the previous steps
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Click Save
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The system will start the reconciliation process. The batch status will update to ReconciliationInProcess. Once complete, the user can see the results file under the Reconcile Function.
Open the Reconcile Function
Click
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on the
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Attachments tab
Click
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anywhere on the
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Search for the file by typing Reconcile Text File into the search filters and then click Search.
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Click anywhere in the batch row to open the Attachment Details screen.
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If any entry failed reconciliation, the Results file will display the Reconciliation status and the reason for failure.
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If entries were successfully reconciled, the results file will list Success as the Reconciliation Status.
row in the attachments table to open the results file
In the Attachment Details widget, next to the name field, click the blue download arrow icon to start the download.
Open the downloaded TXT file
Review the results file
First row is headers
Subsequent rows are results for each line on the payroll reconcile file
Each row will state Failure or Success at the end of the row (see ReconcileStatus header)
- Failures will include a failure reason (see Reconcile Reason header)
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Reconcile Multiple Payroll Batches
Reconciling from the Reconcile tab submenu allows users to reconcile rollups across multiple batches.
Create the Reconcile Text File
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using the steps
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above
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Click Payroll on the Main Menu.
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Click Reconcile on the Sub Menu.
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Click Actions and then click Upload Text File from the dropdown menu.
Select Payroll from the main menu
Select Reconcile from the submenu
From the attachments table, select one or more files to reconcile.
Click Actions
Select Upload File
The reconcile text file will include the entries from the selected batches
Complete the Reconcile File form wizard
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Enter a Ref Reconcile Id
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- Choose any reference number
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File Name
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-
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The name that will appear in the attachments
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tab describing the reconcile file
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Click Add
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Attachment to attach the
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reconcile text file discussed in the previous steps
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Click Save
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The system will start the reconciliation process. The batch status will update to ReconciliationInProcess. Once When complete, the user can see the results file under the Reconcile Function. Attachments tab on that batch page.
If all entries were successfully reconciled, the batch status will update to
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reconciled.
If any
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entries failed reconciliation, the
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results file will display the
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reconciliation status and the reason for failure.
If entries were successfully reconciled, the results file will list
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success as the
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reconciliation status and the entry status will update to
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paid.
NOTE*Please note: The reconciliation process can be automated if desired. When enabled, it will automatically move punches to Paid paid status after the specified number of days after a batch is approved. This process simply changes the status; it does not input any data and will not update the billable amount on dollar-based punches. However, auto reconciliation will not work if dollars-based authorizations are enabled in the instance.
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