This enhancement allows transactions to be pushed in from external systems without needing a pay run to be open, giving greater flexibility and control. It also makes the Excel import process more user‑friendly, helping users manage and upload data more easily and efficiently.
Getting Started
Prerequisites
Before you can use the External Transactions functionality, your system administrator must configure the appropriate permissions.
For System Administrators:
Turn on permissions on the applicable roles.
View External Payroll Transactions (Configuration).
Manage External Payroll Transactions (Configuration).
Understanding of Modern Award requirements for your organisation.
Knowledge of which pay scenarios require hour modifications.
Note: If utilising API you will need to ensure the API role assigned has these permissions.
Template
API
Find the relevant endpoints on yourdatabasename.definitiv.com.au/api-docs underneath the Payroll - External Transactions
UI
Navigate to Payroll > External Transactions.
Download Template.
Enter the relevant data and Save.
Click on Upload Template.
Fields
Header | Mandatory/Optional | Description |
Date | Mandatory | Used as the Costing Date of the transaction. Format as DD/MM/YYYY |
Employee Number | Mandatory | Include leading 0’s in number |
Pay Item Code | Mandatory* | *Either use the Pay Item Code. eg ‘P01’ or Pay Item Description. eg ‘Ordinary Time’ |
Pay Item Name | Mandatory* |
|
Units | Mandatory | The number of Units/Hours of transaction |
Rate | Optional | Enter rate of Pay Item. Leave blank to default to resolve the Pay Policy Rate, or Role assigned Pay Policy Rate |
Multiplier | Optional | To multiply the rate. Leave blank to default to 1 |
Project Name | Optional | Enter Project Name. Leave Blank to resolve the primary project as at the costing date |
Work Order Name | Optional | Enter Project Work Order Name. Leave Blank to resolve the primary project as at the costing date |
Role Name | Optional | Enter Role Name. Leave Blank to resolve the primary project as at the costing date |
Location Name | Optional | Enter Location Name. Leave Blank to resolve the primary project as at the costing date |
Department Name | Optional | Enter Department Name. Leave Blank to resolve the primary project as at the costing date |
Notes | Optional | Free text |
Leave Reason | Mandatory* | *If a Leave Pay Item. |
Leave Start Date | Optional* | *If a Leave Pay Item. If left blank will use Costing Date |
Leave End Date | Optional* | *If a Leave Pay Item. If left blank will use Costing Date |
Processing Transactions
When calculating the Pay Run, it will include any unprocessed transactions with a costing date lesser than or equal to the pay period end date.
Once included in a payrun, the transaction will move to the Processed Tab and provide a hyperlink to the employee's calculation.
Editing/Deleting Transactions
Editing
If a transaction is incorrect you will need to delete and re-enter.
If already included in a Payrun, click on remove from the transactions and it will go back into the Pending Tab in external transactions to delete
Deleting
Select the transactions you wish to delete and select Delete Selected