Year End Finalisation

The Year End Finalisation screen is used to run through the Year End process after you have reviewed the Year To Date Status screen and prepared the data for Year End. You can jump to this screen when the data is ready for Year End processing.

This function is used to generate:

  • Year End Summaries;
  • Single Touch Payroll finalisation transactions; and
  • ATO File (PSAR), where required.
Steps Description
Step 1

STP Generation is performed first, which generates the:

  • Year End STP transactions to be sent to the ATO
  • STP Summary History record
  • Year End STP Summaries, if selected (This is not a legislative requirement, but an optional feature.)
  • Single Touch Payroll Exceptions Report (PRP420EXC)
  • Single Touch Payroll Report (PRP420PRT)

 
Step 2

Payment Summary generation is performed next, which generates the:

  • Legislated Payment Summaries
  • Payment Summary History record
  • ATO File (PSAR) - downloaded on the ATO File History screen
  • Generates the 8 Year End Reports (PRE495ERR, PAY260EP, PAY26ERR, PAY26SUM, PAY26IP, PAY26LP, PAY26EP, PAY26FP).

 
Step 3

Final Stage, which generates the:

  • Year End Finalisation Report (PRP461PRT) of what happened through the Year End Finalisation process.

 

 

Prerequisite

  • No Payruns should be In Progress.

Rules and Guidelines

  • Before running the Year End Finalisation, ensure that the employee data reconciles, all company and employee errors are resolved, and the numbers are the accurate representation of the business' payroll for the year.

  • The Finalisation Process can be run based on Criteria or a list of Employees.

    • If by Criteria - When you are in a specific Payrun Environment, the Criteria will only be applicable to employee records belonging to that specific Payrun Environment. When you are in a Blank Payrun Environment, the Criteria will be applicable to all employee records belonging to all Payrun Environment. All employees who meet the criteria are included in the process, even those who are outside of the Security Profile of the user.

    • If by Employee - The prompt list is filtered by Security Profile, so user can only select and run the process for employees within their Security Profile.

  • Once the Year End Finalisation process is complete, the Year End Finalisation Spoolfile PRP461PRT will be generated containing a list of Employee records which have been finalised for the current Financial Year based on the criteria set on this screen.

    The Spoolfile consists of two distinct sections:

    • Page 1 - Displays the Criteria selected.

    • Page 2 onwards - Displays the before and after state for the employee records matching the criteria entered.

Field Information

This indicates the Financial Year.

The tax year is based on the configuration set in the Preceda Variable *PP_TAXYEAR.

Ticking the Criteria radio button allows you to specify who to finalise based on Company, State, Payrun Group or Pay Frequency. The STP transactions and Payment Summaries of employees belonging to the criteria will be generated and finalised.

Report data for the selected Level 1 - Company code.

If left blank, all companies are included.

Report data for the selected Level 2 - State code.

If left blank, all states are included.

Report data for the selected Payrun Group. This defaults to the current Payrun Environment.

Indicate which Pay Frequencies are included . If left blank, all Pay Frequencies are included.

 

Ticking the Employee radio button allows you to individually finalise employee/s based on ID Number.

Enter or select the individual employee ID Number/s. Click More Rows on the Toolbar to add more rows.

 

This is always read-only. Payment Summaries are always created when running this screen if the process deems they are required.

Ticking this box generates the non-legislated STP Summaries.

To generate separate files for (a) Each Environment, (b) Terminated Employees, or (c) Pay Frequency, tick the corresponding box.

You may opt to tick every box or leave each one unticked.

You may arrange the Summaries by Level 2, Level 3, Level 4, Level 5, and/or Name.

You may opt to tick every box or leave each one unticked.

 

This option indicates that the reports will be submitted to the ATO as soon as they are generated.

This option allows you to review the reports before sending them to the ATO.

Once you are done with the review, you can then manually submit the file to the ATO via the Single Touch Payroll Submission screen.

 

This date is printed in the Signature of Authorized Person box on the Year End Summaries.

If left blank, this defaults to the 30th June of the current processing year.

Indicate whether the STP and Payment Summaries will be printed in:

  • Plain Paper (printed on A4 size); or
  • Cold Seal (A4 Cold Seal paper using laser printer then fed through a z-fold cold seal machine).

 

Indicate whether the ETP and Termination details will be printed in

  • Plain Paper (printed on A4 size); or
  • Cold Seal (A4 Cold Seal paper using laser printer then fed through a z-fold cold seal machine).

 

Selecting Cold Seal enables the Crystal Report Template button.

Tick this box if you want to generate the selected files and place them in the Collection Folder.

This option is available when Preceda Variable *PAYSUMMARY_COLLECT Position 1 is set to Y. Likewise, this check-box will be displayed on the Print Payment Summaries screen. This Prevar facilitates the bulk PDF creation of Payment Summaries.

 

Crystal Report Template Button

Clicking this button downloads the STP or Payment Summary Crystal Report template.

This button is available when Cold Seal is selected in the field STP and Payment Summary Print Format or ETP and Termination Print Format.

 

This is a reference field that is added to the header record of the ATO File (PSAR).

This is required information to generate the ATO File only if the ATO issued you with a Reference Number.