How to Upload YTD Opening Balances

This guide would be used by schools that implement the payroll during the tax year and need to upload year-to-date balances from their old payroll for each employee so that STP Finalisations generated from TASS.web will show amounts for the full year.

Important! The steps in this checklist must be done immediately after completion of a Month End pay run.

Step

Menu Path

Details

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1

TASS.web Payroll HRM > Payroll > Setup Information > Payroll Calendar.

Create a new date in the payroll calendar.

Select the appropriate calendar to modify by clicking the 'Update' link in the Action column.

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2

TASS.web Payroll HRM > Payroll > Setup Information > Payroll Calendar.

Note the 'Period End Date' and the 'Cycle' for the last pay period with a 'D-Done' status (Note — it must have Cycle 'M' (month)).

Click the 'New Date' button and add a payroll calendar date that is one day less than this date, and enter Cycle as 'M'.

If the 'New Date' button is not visible you should check that there are no timesheets loaded for this payroll.

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3

TASS.web Payroll HRM > Payroll > Setup Information > Payroll Calendar.

There are special Paycodes for YTD opening balances as follows:

Paycode	Description
950	Gross – YTD Open Balance
951	Tax – YTD Open Balance
952	Deductions – YTD Open Balance

Important! Where there are amounts that must be shown separately on PAYG Payment Summaries or Income Statements in MyGov then you must use the actual Paycodes that are already set up for these to load the opening balance. Examples include — Allowances, Deductions, Lump Sum A, B, D or E amounts, ETP amounts, ETP tax.

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4

Prepare the upload file in Excel® and save to .csv file.

Refer to TASS.web Payroll HRM > Payroll > Pay Run Preparation > Timesheets for details on the Timesheet Upload file format.

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5

TASS.web Payroll HRM > Payroll > Pay Run Preparation > Timesheets.

Click on the 'Upload Timesheets' icon.

Make the following selections to complete this upload:

Envelope — Select 'Adjustment Envelope' (VERY IMPORTANT!!)
Tax Automatically — Untick this option (Very Important!)
File Name — Browse for the '.csv' file created in Step 4.
Click 'GO' to start the upload.

Important! Print and check the Upload Report generated.

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6

TASS.web Payroll HRM > Payroll > Pay Run Preparation > Calculate Pays.

Calculate the pays.

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7

TASS.web Payroll HRM > Payroll > Pay Run Preparation > Edit Listing.

Run the ‘Edit Listing’ report.

Check that the opening balance transactions are shown under 'Adjustment Envelope'.
Check that the report totals are correct.

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8

TASS Knowledge Base >HOW - Payroll

Complete this 'Opening Balances' pay run as you would for a normal pay run by following the Pay Run Checklist.

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9

TASS.web Payroll HRM > Payroll > Setup Information > Payroll Setup.

Select 'Paycodes' tab.

Edit Paycodes '950', '951' and '952' and uncheck the 'Timesheet Entry Allowed' option.

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