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Description:   In this guide, the user will learn about the Payroll Module.

Roles Required: SuperuserSuper User, Payroll Team

Permissions Required:  N/A

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The Punch Entries submenu tab within the payroll module lists all entries that are ready to be processed or have already been processed in a payroll batch. Entries that have been approved and do not violate an authorization max (remaining balance, daily max, weekly max, or monthly max) will appear in this table. Entries include:  

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1. Log in to DCI with an appropriate profile
2. Click Payroll on the main menu
3. Click Batches on the submenu
4. Click Actions
5. Select New Payroll Batch from the drop-down menu
6. Add batch name (required) and description (optional)
7. Click Add From File (see example file headers below)
8. Click Upload tab delimited TXT file and locate the .txt file to upload
9. Click Open
10. Click Next
11. Review batch summary
12. Click Save and Yes to confirm

The batch is now submitted, and the system shows the batch details page. The batch is in pending status and must be validated. Process as normal.

Add Entries to Existing Batch

To add entries to an existing batch from the Punch Entries page:

Example file headers: 

Add Entries to Existing Batch

To add entries to an existing batch from the Punch Entries page:

1. Log in to DCI with an appropriate profile
2. Click Payroll on the main menu
3. Click Punch Entries on the submenu
4. Click the check box next to the entries to add
5. Click Add to Existing Batch
6. Select the batch to add the entries to
7. Log in to DCI with an appropriate profile
8. Click Payroll on the main menu
9. Click Punch Entries on the submenu
10. Click the check box next to the entries to add
11. Click Add to Existing Batch
12. Select the batch to add the entries to
13. Click Save and Yes to confirm

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• Actions Menu 
  • New Note 
  • New Attachment 
  • Edit Batch: Change the name and description of the batch 
  • Edit Custom Field Values: Add additional batch fields specific to the organization 
• Green button: The label will change depending on the batch status 
• Batch Details window 
  • Batch id: Unique system id number 
  • Date: Date the batch was created 
  • Status: Current status of the batch 
    • Pending 
    • InProcess or Process Started 
    • Validate
    • Processed 
    • ApproveInProcess 
    • Approved 
    • Transmitted 
    • Reconciled 
  • No. of Credit Entries: Total number of positive entries 
  • No. of Debit Entries: Total number of negative entries 
  • Credit Total: Total amount of positive entries 
  • Debit Total: Total amount of debit entries 
  • Rounded Amount: Total amount rounded (this plus the debit total should equal the credit total)   
  • No. of Employees/Vendors: Total number of employees/vendors who have entries in the batch 
  • Units: Unit type 
• Tabs: Entries, Notes, Attachments, Events, Custom Fields, History

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Batch Processing - Manual

To process a batch, click the green button. The button will change names as it completes the process. When it is greyed out, the process is running, and the batch is not ready for the next step. Refresh the browser to update the status.

1. The batch starts in Pending status 
   1. If negative paycheck validation is Active the first step will be Validate. Proceed to step 24. If negative paycheck validation is Inactive the first process will be Process. Proceed to step 35.
2. When the batch in Pending or Validated status the user can review, remove entries, add entries, merge the batch, or split the batch. 

3. During the payroll batch steps Validate, Process and Approve the button will be greyed out while processing. Proceed with other tasks within DCI while the payroll batch step runs.

   1. If messages templates Processed or Approved are Active, the user will receive a message and optionally a notification, when the step is completed OR

   2. Refresh the browser to update the batch processing status

4. Click Validate button then Yes to start validation process. This process includes the following status, :
   1. Validate InProcess
   2. Validate Process Started
   3. Validate
5. Click Process buttonthen Yes to process batch.  This This process includes the following status,: 
   1. InProcess
   2. Process Started
   3. Processed
6. Click Approve buttonthen Yes to proceed with processing. This process includes the following status,: 
   1. Approved InProcess
   2. Approved Process Started
   3. Approved

7. When the payroll batch processing is complete the status changes to TransmittedBatch processing is now complete, proceed to the Reconcile step if neededprocessing is complete the status changes to Transmitted

8. Batch processing is now complete, proceed to the Reconcile step if needed

Batch Processing - Automation

*Batch automation is an instance-level setting. Please submit a support ticket to enable the feature.

1. If negative paycheck validation is Active, the first step will be Validate. Proceed to step 4. If negative paycheck validation is Inactive the first process will be Process. Proceed to step 5.
2. Click Validate then Yes to confirm batch when prompted
   1. The alert window will populate asking "Would you like the system to automatically process and approve this batch when validation is complete?"
      1. Click Yes to start the payroll batch automation
      2. Click No to decline the payroll batch automation process and proceed manually
3. Click Process then Yes to process batch when prompted
   1. The alert window will populate asking "Would you like the system to automatically approve this batch when processing is complete?"
      1. Click Yes to start the payroll batch automation
      2. Click No to decline the payroll batch automation process and proceed manually
4. The payroll batch automation will automatically run through the steps Validate, Process and Approve if automation was selected. Proceed with other tasks within DCI while payroll batch automation runs.
   1. If messages templates Processed or Approved are Active, the user will receive a message and optionally a notification, when the step is completed OR
   2. Refresh the browser to update the batch processing status
5. When the payroll batch automation is complete, the status changes to Transmitted
6. Batch processing is now complete, proceed to the Reconcile step if needed
7. Optionally, view the payroll batch automation decision details on the batch details page by clicking the events tab
   1. Subject column - Batch Automation Confirmed or Batch Automation Declined
   2. Added By column - The name of the user who made the decision

Download Raw Payroll Dump File 

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