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Description: In this topic the user will learn how to reconcile payroll batches. Payroll batches can be reconciled in DCI 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 a Payroll Batch has been processed and approved, the system will generate the 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 to create the text file that will be used to reconcile a batch.

Follow these steps if you are on the final step of processing a batch and have the Batch Details screen still open. 

  1. With the Batch Details screen open, once a Batch has been approved, the green button displays Reconcile and the Batch Details status displays Transmitted.

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

  3. Locate the file name that starts 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 blue Download Arrow Icon to start the download.

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

Follow these steps if the Batch is Transmitted and the Raw Payroll File was not downloaded during the Batch creation process.

  1. Click Payroll on the Main Menu.

  2. Click Batches on the Sub Menu.

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

  4. Click anywhere in the batch row to open the Batch Details screen.

  5. With the Batch Details screen open, once a Batch has been approved, the green button displays Reconcile and the Batch Details status displays Transmitted.

  6. Scroll to the tabs located under the Batch Details information and click the Attachments tab.

  7. Locate the file name that starts with RawPayrollDump.

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

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

  9. Click the blue Download Arrow Icon to start the download. 

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


Create Reconcile Text File

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

  1. PayrollEntryID

    1. The Payroll Entry ID as listed in DCI. Create one row per payroll entry.

    2. You must include every payroll entry in the batch.

    3. Required field.

  2. PayrollSystemReferenceID

    1. The ID from the payroll engine

    2. Required field.

  3. PayrollRefCheckId

    1. The check number that the entry was paid out on

    2. Optional field.

  4. UnitAmount

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

    2. Required field.

  5. NetPay

    1. The net amount paid to the employee.

    2. Required field.

  6. PayDate

    1. The date the employee was paid.

    2. Required field.

  7. PayrollBurden

    1. The actual payroll burden for the entry.

    2. Required for dollar based entries.

Save it as a Text (TXT) file or it will not be able to be imported to DCI. 

NOTE: The headers must be spelled exactly and in the same sequential 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 on the final step of processing a batch and have the Batch Details screen still open. 

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

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

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

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

  3. Click Add Attachment to attach the Reconcile Text File discussed in the previous steps.

  4. 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. Click Payroll on the Main Menu.

  2. Click Reconcile on the Sub Menu.

  3. Search for the file by typing Reconcile Text File into the search filters and then click Search.

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

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

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

    3. 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.


Reconcile Multiple Payroll Batches

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

  1. Create the Reconcile Text File with 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.

  5. The Reconcile file form wizard opens, complete the following fields:

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

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

  6. Click Add Attachment to attach the Reconcile Text File discuss in the previous steps.

  7. 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. If all entries were successfully reconciled, the batch status will update to Reconciled.

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

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

NOTE: The reconciliation process can be automated if desired. When enabled, it will automatically move punches to 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.


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