From Definitiv version 3.11, a new table layout and logic were added to the super batch for greater flexibility and control.
With this update, data in the super batch is now separated down to the pay item level, which may cause some contributions from old pay runs to come through.
These contributions should come to a net zero value at the SuperStream category level with a positive value in one pay item and an equal negative value in another pay item.
This means there is no data to be sent to Beam as data is aggregated at the SuperStream category level.
Example
Below is an example scenario of what you may see in your super batch;
How to remove these contributions
The contributions cannot be removed; however, it is simple enough to process them to have a clean super batch going forward.
Below are two easy methods to close out these contributions;
Option 1: Open batch with old contributions only
If you have opened a super batch, you can follow this method.
Navigate to the Detail tab.
Confirm the Payment Date of the pay run(s) with the old contributions.
If there are old contributions from multiple pay runs, use the latest payment date from the old pay runs (i.e., the date closest to today).
If unsure, open a batch with a payment date as of today to confirm the pay runs with the old contributions and the applicable payment date. See step 4 on how to do this review in a batch.
Open a new super batch using the payment date confirmed in step 2 in the Up to pay run payment date as the filter.
Navigate to the Detail tab to confirm the batch only includes the old contributions you want to clean out.
Tip: The value under Amount should equal nil in the default grouping view and at the bottom purple row showing the total.
You can also double-check that an employee has a nil value for a SuperStream category by removing the default grouping and re-grouping the table as Pay Run Number, Print Name, SuperStream Category.
If you have some rows for an employee showing as $-0.00, these are the same as nil or $0.00, so there is nothing to worry about.
When you have completed your review, navigate back to the Summary tab and click on the Close Batch button to close out the batch.
The status of the batch will change to Not Lodged, indicating these items have not been lodged via Beam.
Option 2: Filter payruns of old contributions only
Navigate to the Detail tab.
Remove the default groupings by clicking on the x next to Type and SuperStream Category.
Group the table by the Pay Run Number field by dragging it up to the Drag column headings here to group rows.
Click on the header Group as per below to sort the pay runs by the pay run number in numerical order.
Clear all checkboxes for payruns with current unpaid contributions so that they are unselected in the batch.
Ensure all payruns with the old contributions are checked.
Drag the Print Name and SuperStream Category headers to the top of the table so it is grouped as follows: Pay Run Number, Print Name, SuperStream Category.
Make sure the values for each SuperStream category for each employee in the checked pay runs equal a nil value.
Click on the Recalculate button and check that only the old pay runs and contributions are marked as checked.
Navigate back to the Summary tab and click on the Close Batch button to close out the batch.
The status of the batch will change to Not Lodged, indicating these items have not been lodged via Beam.
What if a super batch is open when v3.11 is released?
If you already have a draft batch open, you can still follow one of the above options. If you have already verified the batch, then you will need to follow Option 2.
If you do have an open draft batch, these items will be brought through as unchecked/unselected to make it easy to identify.
If an employee has line items that equate to nil at a SuperStream category level within a pay run that was already in a draft batch before the release of v3.11, these will also come through as unchecked, e.g., a pay run with super contributions that still need to be lodged via Beam. You can choose to keep these items for the standard super batch, rather than closing them out with the old contributions.
What if our organisation lodges externally?
If you do not use Beam for super lodgements. Follow the above to ensure you are closing out these old contributions in a separate batch.
However, instead of using the Close Batch option displayed above, use the Finalise Batch button to close the batch out.
Then, re-open a new batch to process your scheduled batch as normal.
If you want to find out more about the new super functionality, see our knowledge base article here.