Following the updates released in Definitiv version 3.9 to improve the experience with managing superannuation set-up and contributions, we have made further enhancements to offer users greater control over what they want to include in a super batch.
Please note that some of the enhancements discussed below will be made available in Definitiv version 3.11, which is planned for release in January 2024. Please keep an eye out for the upcoming release notes for confirmation of when the below enhancements will become available.
Batch Creation
The process of creating a new super batch is now easier and quicker. To open a batch, you only need to select a date to include all unprocessed superable pay items from published pay runs with a payment date less than or equal to the selected date.
Selecting which contributions to include in the batch can be performed in the Detail tab of a draft super batch.
New Detail Tab View
The columns of the Detail tab in a super batch have been updated with V3.11 so that each contribution to be paid to an employee is listed as an individual line item.
Before Definitiv version 3.11, unless an employee had multiple super funds, they would only have one line per pay run with all their contributions categorised under each applicable SuperStream category. This meant that if an employee had multiple types of contributions, e.g. salary sacrifice and super guarantee, these couldn’t be paid at different times.
The additional columns that have been added are listed below;
Type (i.e. employer or employee-based contributions)
SuperStream category
Super-based pay item
The below image illustrates the columns visible in the Detail tab.
All the above columns can be filtered. The table has the same functionality as the grid-based reports, making it easy to filter, sort, and group data.
By default, when opening the Detail tab, the table has been grouped by the following column headers;
Type
SuperStream Category
However, if you want to view all line items, simply click on the x of both Type and SuperStream Category. You will then be presented with the view as per the first table based screenshot above.
The fields related to an employee’s super fund have also been collapsed in the default view so payroll users can focus on data that is more critical to their review.
This new table view in the Detail tab is also available in the following tabs within a super batch;
Not Remitted
Unallocated
Including and Excluding Items in a Batch
Prior to the Definitiv version 3.9 release, defining which pay runs and superable pay items should be included in a superannuation batch was done when creating a batch. This process could be time-consuming and offered a very limited filtering capability.
With the introduction of V3.11, a user has even more flexibility to filter the items to include or exclude in a batch via the Detail tab.
Some of the filtering options include;
Employee
Payrun
Super type (i.e. employee or employer-based contributions)
SuperStream category
Super-based pay item
To filter items in or out of a batch, follow these two simple rules;
Unselect the checkbox to exclude an item or group of items
Select the checkbox to include an item or group of items
Processing a Super Batch
After checking or unchecking any items, follow these steps to process and lodge a batch through to Beam;
Click the Recalculate button to update the values in the Summary tab;
Navigate to the Summary tab and click the Verify button to do a pre-validation check with Beam; and
If there are no warnings or errors that need to be addressed, click on the Approve button.
If the batch is not being submitted via Beam, after clicking on the Recalculate button, navigate to the Summary tab and perform one of the following;
Lodge batch externally (for customers who don’t use Beam): Click on the Finalise Batch button located on the right-hand side of the Summary tab
Close batch without lodging to Beam (for adhoc items to be written off): Click on the Close Batch button located on the right-hand side of the Summary tab.
When you return to a published super batch, the Details tab will be updated to only show the items that were included in the lodgement or when closed.
Import New Super Pay Items
If a new pay run has been published with a payment date prior to the pay run payment date set in an existing draft superannuation batch, the superable pay items from the new pay run will be automatically imported into the existing batch for you (as unchecked/unselected).
If you do want to add additional contributions, follow these simple steps;
Publish your pay run(s).
Open an existing superannuation batch in a draft status with an Up to pay run payment date greater than or equal to the pay run payment date of the published pay run(s) in step 1.
When multiple draft superannuation batches exist, open the batch with the Up to pay run payment date that is closest after the pay run’s payment date.
All superable pay items from eligible pay runs will be imported automatically but will be unchecked in the Detail tab (i.e. excluded from the super batch).
Check any of the new superable pay items to include them in the batch.
Follow the above steps under Processing a Super Batch.
Important Information
Super contributions that are already included in an existing draft or published super batch will not be available for another super batch, this includes unchecked items.
Once a super batch is lodged or finalised, any excluded contributions (unchecked) will either be released for a future created batch or transferred to an open batch as unchecked, if they are from a pay run that meets the payment date filter of an open draft batch.
A super batch with a pay run payment filter of the same value or earlier than an open draft batch cannot be created. This is because there would be no contributions available to be added to this new batch.
A super batch with a pay run payment filter later than an open draft batch can be created if there are contributions from at least one published payrun with a pay run payment date after the open draft batch’s filter.
If there have been any refunds from a batch that has been lodged through Beam, the Refund and Repaid tab will show the returned and, if applicable, repaid contributions for an employee at a SuperStream category level as one line item, per employee. To meet the ATO's SuperStream requirements, super contributions are reported and lodged to Beam at a SuperStream category level.