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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 Team

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. :

1. When a batch With the Batch Details screen open, once a Batch has been approved, the green Reconcile button displays Reconcile and the Batch Details status displays Transmittedthe batch details status is transmitted.

2. Scroll to the tabs located under the Batch Details information and click the down the page to click the Attachments tab.

3. Locate the file name that starts with begins with RawPayrollDump.

1. Following the name is an underscore followed by numbers to create a unique identifier for each Raw Payroll Dump file

4. Click the Download dropdown and select CSV for the file type.

5. Click the Download drop-down and select CSV as the file type

6. Click the blue Download Arrow Icon to start the downloadClick the blue Download Arrow Icon to start the download.

7. Click the downloaded file to open the the RawPayrollDump in  in Excel.

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.:

1. Select Payroll from the main menu

2. Select Batches from the submenu

3. Use the filters to locate the batch and click Search

4. Click Payroll on the Main Menu.

5. Click Batches on the Sub Menu.

6. Search for the batch by typing batch detail information into the search filters and then click Search.

7. Click anywhere in the batch row to open the Batch Details screen.the batch details page

8. When a batch With the Batch Details screen open, once a Batch has been approved, the green Reconcile button displays Reconcile and the Batch Details status displays Transmitteddisplays and the batch details status is transmitted.

9. Scroll down the page to click the tabs located under the Batch Details information and click the Attachments tab. Attachments tab

10. Locate the file name that starts with begins with RawPayrollDump.

1. Following the name there will an underscore followed by numbers to create a unique identifier for each Raw Payroll Dump file.

11. Click the Download dropdown and select CSV for the file type.

12. Click the Download drop-down and select CSV as the file type

13. Click the blue Download Arrow Icon to start the downloadClick the blue Download Arrow Icon to start the download. 

14. Click the downloaded file to open the the RawPayrollDump in  in Excel.

Create Reconcile Text File

1. Open Excel and create a file with the following column headers:

1. PayrollEntryIDThe Payroll Entry ID as listed in DCI.

1. Listed as Entry Id on the RawPayrollDump file

2. Create one row

per

1. for each payroll entry

.You must include every payroll entry

1. in the batch

.Required field.

2. PayrollSystemReferenceIDThe

1. ID generated from the organization's payroll

engineRequired field

1. system/engine, external to DCI.

3. PayrollRefCheckId

1.  (optional)

1. Check number on which

The check number that

1. the entry was paid

out onOptional field

1. , generated from the organization's payroll system/engine.

2. UnitAmountThe unit

1. Unit amount as entered on the punch entry. This must match the punch exactly.

Required field.

1. Listed as Pay Units on the RawPayrollDump file

3. NetPayThe net

1. Net amount paid to

the employee.

4. Required field.

2. PayDate

1. employee, generated from the organization's payroll system/engine.

1. PayDate

1. Date

The date

1. the employee was paid, generated from the organization's payroll system/engine.

2. Required field.

3. PayrollBurdenThe actual

1. Actual payroll burden for the entry

.

2. Required for dollar-based entries, optional for all other units.

...

1. Listed as Estimated Payroll Burden on the RawPayrollDump file

1. 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. :

1. On an approved batchWith the Batch Details screen open, once a Batch has been approved, click the green Reconcile button displays Reconcile.

2. The Complete the Reconcile from Payroll form wizard opens, complete the following fields:

   1. Enter a Ref Reconcile Id

(required) - this can be

3. 1. - Choose any reference number

you choose.

4. 2. File Name

(required)

5. 1. -

this

6. 1. The name that will appear in the

attachments table to describe

7. 1. Attachments tab describing the reconcile file

   Click 

   1. Click Add

   Attachment 

   1. Attachment to attach the

   Reconcile Text File

   1. reconcile text file discussed in the previous steps

   2. Click Save

8. Click on the Attachments tab.

9. Click  Save.

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

1. anywhere on the row in the attachments table to open the results file

2. In the Attachment Details widget, next to the name field, click the blue download arrow icon to start the download.

3. Open the downloaded TXT file

4. Review the results file

   1. First row is headers

   2. Subsequent rows are results for each line on the payroll reconcile file

   3. Each row will state Failure or Success at the end of the row (see ReconcileStatus header)

      1. Failures will include a failure reason (see Reconcile Reason header)

Review Reconciled Batches

1. Select Payroll from the main menu

2. Select Reconcile from the submenu

3. Click Payroll on the Main Menu.

4. Click Reconcile on the Sub Menu.

5. Search for the file by typing Reconcile Text File the reconcile text file name into the search filters and then click clicking Search.

6. Click anywhere on the row in the batch row to open the Attachment Details screen.

7. If any entry failed reconciliation, the Results file will display the Reconciliation status and the reason for failure.

8. If entries were successfully reconciled, the results file will list Success as the Reconciliation Status.

If all entries were successfully reconciled, the batch status will update to Reconciled. If the amount received (as listed in the reconcile file) matches or exceeds.

9. attachments table to open the results file

10. In the Attachment Details widget, next to the name field, click the blue download arrow icon to start the download.

11. Open the downloaded TXT file

12. Review the results file

    1. First row is headers

    2. Subsequent rows are results for each line on the payroll reconcile file

    3. Each row will state Failure or Success at the end of the row (see ReconcileStatus header)

       1. Failures will include a failure reason (see Reconcile Reason header)

Reconcile Multiple Payroll Batches

Reconciling from the Reconcile tab submenu allows users to reconcile rollups across multiple batches. 

1. Create the Reconcile Text File with  using the steps listed above.

2. Click Payroll on the Main Menu.

3. Click Reconcile on the Sub Menu.

4. Click Actions and then click Upload Text File from the dropdown menu.

6. Select Payroll from the main menu

7. Select Reconcile from the submenu

8. From the attachments table, select one or more files to reconcile.

9. Click Actions 

10. Select Upload File 

1. The reconcile text file will include the entries from the selected batches

11. Complete the Reconcile File form wizardThe Reconcile file form wizard opens, complete the following fields:

1. Enter a Ref Reconcile Id (required) - this can be - Choose any reference number you choose.

2. File Name (required) - this The name that will appear in the attachments table to describe Attachments tab describing the reconcile file

Click 

1. Click Add

Attachment 

1. Attachment to attach the

Reconcile Text File discuss

1. reconcile text file discussed in the previous steps

.
Click 

1. Click Save

.

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

...

• reconciled.

• If any entry entries failed reconciliation, the Results results file will display the Reconciliation reconciliation status and the reason for failure.

• If entries were successfully reconciled, the results file will list Success success as the Reconciliation Status reconciliation status and the entry status will update to Paidpaid.

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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