Setting up Opening Balances

After setting up Payroll and adding employees into Payroll, you will be looking to enter the year-to-date figures for Gross Earnings, PAYG and Super as well as opening leave balances when moving from another payroll system.

There are two steps to set up the opening balances:

  • 1. Business Opening Balance (Initial Financial Year)
  • 2. Employee Opening Balance

Business Opening Balance (Initial Financial Year)

The Opening Balances settings page allows the user to configure the initial financial year for your business as well as import/export the opening balances for employees in the business.

To get to the Opening Balances settings page, go to Payroll Settings, then Opening Balances.

The following page will be displayed:

The initial financial year for the company may be adjusted here. This is the year that the opening balances for Gross/PAYG/Super will apply to. (Leave balances are simply adjusted by the opening balance specified).

Note that opening balances have an effective ‘Date Paid’ of 2nd of July in the financial year that you specify. To include opening balances in reports, the report period should be run from 1/7 of the initial financial year.

Additional Functions

  • To Import the opening balances, click on the Import button
  • To Export the opening balances to a CSV or Excel file, click the Export button
  • To configure the opening balances for a specific employee, open up the employee file and then go to the Opening Balances section.

Employee Opening Balance

A tutorial video is available to show you How to Enter Employee Opening Balances

If you’re migrating your payroll, you’ll most likely want to set the opening balances for the leave entitlements and the year to date payment figures for your employees. Importing your YTD payroll data will allow you to generate reports for the whole financial year and generate one payment summary for your employees.

To set up the opening balances for your employees, open the employee record that you wish to set the opening balances for and then select “Opening Balances” on the left:

Within the Opening Balances screen, there are six tabs:

  • Leave Balances
  • Earnings
  • Deductions
  • Employer Liabilities
  • Super & PAYG
  • Employment Termination Payments (ETPs)

Leave Balances

When entering leave balances, enter balance as at the point of transition to this payroll system (that is, as at the later pay run processed in your previous payroll system). Partial hours are entered as a decimal (eg: 6.5 hours) rather than as HH:MM (eg: 6:30).

Earnings

Earnings are the year-to-date gross values for the financial year specified. If you need to change the Initial Financial Year, click the ‘Opening Balances Settings’ button at the top of the page. Earnings will be allocated to the employee’s primary location (set via the employee’s Pay Run defaults page) at the time the data has been entered.

Deductions

Enter the year-to-date deduction amounts for the financial year specified. If the pre-tax deduction amount needs to be recorded as a Reportable Employer Super contribution (pre-tax deduction), you will need to check the “Include on payment summary as RESC” checkbox accordingly. This will ensure the amount entered in this field is placed in the correct field on the employee’s payment summary.

Likewise, any deduction set as Member Voluntary Super (post-tax deduction) will need the “Member voluntary super contribution” checkbox selected. This will ensure the amount entered in this field is recorded as part of an employee’s super contributions.

Employer Liabilities

If you were previously recording employer liabilities in your previous payroll system, you will be able to enter those YTD figures here.

Super & PAYG

Enter the year-to-date tax withheld amounts. If your previous payroll system doe snot provide a breakdown of PAYG, HELP and SFSS amounts you can enter the one figure in the “PAYG Amount” field.

With regards to SG contributions, ensure you do not include any salary sacrifice super and/or member voluntary amounts in this section; rather, these must be added in the Deductions tab. Additionally, any SG amounts in Opening Balances cannot be processed through our ClickSuper integration. If you have any amounts not yet processed (because you have moved to this payroll system mid-month or mid-quarter) you will need to create an ad-hoc pay run and enter these amounts – they will then be picked up when submitting super via “Super Payments”. (N.B. If you do create a special pay run for SG contributions, ensure the amounts are not included in the employee’s Opening Balances as the amounts will be overestimated on the employee’s pay slip and on payroll reports.

Employment Termination Payment

If you are migrating terminated employees’ data across to this payroll system, you can include ETP data so that you only need to access one system for reporting and payment summary purposes.

Take note of the field “Generate ETP Payment Summary”. The default value is “No” – if you leave this option as is, the employee’s ETP Payment Summary will not be published and so the employee will not have access to it. If you change the value to “Yes”, the employee’s ETP Payment Summary will automatically publish and they will be able to access this via their employee portal.

Importing Opening Balances

If you have a large number of employees, you can bulk import their opening balances. To access the template spreadsheet, click on Opening Balances Settings at the top of the page, then click Export. Refer to Import/Export Employee Opening Balances for more information.