Payment Summary¶
Payment Summaries previously called Group Certificates. The normal means of sending Payment Summary information to the ATO is via an electronic file and this is the process that is used to create that file and print the Plain Paper Payment Summaries.
A considerable amount of information is required and the first time that Payment Summaries are generated this must be entered. The entry process is in the form of a Wizard. After the first time the process is accepted this will be retained for future runs of the process. It may be edited again of course.
Summary¶
The first three screens record the details of the organisation that generates the file and sends it to the ATO. Where the payroll is processed by a third party (say a payroll bureau) the details here are for that third party otherwise they are the employer details (NOT Care Systems details).
The fourth and fifth screens record the details of the employer for the payroll so where your payroll is processed “in house” your details will go on all five screens.
The details entered on the first five screens on the first occasion will be retained so you will only need to re-enter them if they change.
The information on the sixth screen will change from year to year but most of it will be set automatically.
Note
The Payment Summary Year field is set automatically to the current calendar year. This means that Payment Summaries generated immediately after the Year End Process (and up to 31st December) will default to the Financial Year that has just closed.
The database retains Payment Summary Details for all years so Payment Summaries may be produced after the Year End Process.
The Data Entry Wizard¶
The first three screens of the Wizard record information about the organisation that used the software to process pays.
Screen 1 - Supplier Details¶
Where PayCare is being used to process pays in house this will be your own details as recorded in the Registration Screen. You may load some of the required information by clicking the Pre-fill button.
Where PayCare is being used to process pays on behalf of a third party the details must be entered manually. The details will be for the organisation that processed the pays and is now creating the electronic Payment Summary file. Any ATO queries relating to the format of the file will be directed to the organisation identified here.
| User ID: | This is for your ATO Corporate External Gateway User ID. This field is optional and where you do not have such an ID you should leave this field blank. |
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| ABN: | This field is mandatory and is checked for validity. |
Screen 2 - Supplier Street Address¶
Where PayCare is being used to process pays in house this will be your own details as recorded in the Registration Screen. You may load some of the required information by clicking the Pre-fill button.
Where PayCare is being used to process pays on behalf of a third party the details must be entered manually. The details will be for the organisation that processed the pays and is now creating the electronic Payment Summary file. Any ATO queries relating to the format of the file will be directed to the organisation identified here.
Screen 3 - Supplier Postal Address¶
Where PayCare is being used to process pays in house this will be your own details.
Where PayCare is being used to process pays on behalf of a third party the details must be entered manually. The details will be for the organisation that processed the pays and is now creating the electronic Payment Summary file. Any ATO queries relating to the format of the file will be directed to the organisation identified here.
Note
This screen may be left blank where the address supplied on Screen 2 is your postal address.
Screen 4 Employer Information¶
The fourth screen headed Employer Details records information about the organisation which made the payments. This should be the Registration Information stored on the Registration Screen and the Pre-fill button will pick up most of the required information (from the Registration screen provided it has been entered there).
| Branch: | This field is normally set to 0 unless the paying organisation has several branches, which submit Payment Summaries separately. In this case the number will be supplied by the ATO |
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| ABN: | This field is mandatory and is checked for validity. |
Screen 5 Employer Business Address¶
These details would normally be stored in the Registration Screen and may be loaded using the Pre-fill button. Where this is not the case enter the details manually.
Screen 6 [Processing Details]¶
| Run Transfer: | Where this is set to Yes, the Transfer File, which is to be sent to the ATO will be generated. Yes is the default setting. |
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| Run Report: | Where this is set to Yes, the Plain Paper Payment Summaries, which are given to the employees, will be generated. Yes is the default setting. |
| Payment Summary Year: | |
This is the calendar year in which the payment year being reported ends. This will default to the current calendar year. For example, any Payment Summaries printed in 2013 will be for the year that ended on June 30th 2013. You may change the year to another year if required if reprinting a previous years payment summary. You would need to change the year, for example, where an employee leaves between 1st July and 31st December and requests a Payment Summary. |
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| Process Date: | This is the date that the process was run. It defaults to today’s date. |
| Fiscal Year: | For versions of PayCare up to and including Version 8.00.00 this the Financial Year for which Payment Summaries are being produced. [See Payment Summary Year for details of the function of this field]. This function is transferred to the Payment Summary Year field for Version 8.00.01 and later versions. This field will be removed in version 8.00.01. |
| Run Type: | This may be set to Production or Test. Test is useful for checking the quality of your Plain Paper Payment Summary with the ATO for example. Production is the real thing of course. |
| Description: | A default description will be set automatically. You may edit this. |
| File Name: | This is the full path to the transfer file that is to be produced. E.g. “A:\EMPDUPE.A01”. Note that the file name should always be of the form: EMPDUPE.Ann where nn is numeric between 01 and 99. Where multiple files are stored on the same media (disk) the numeric part of the suffix for each file should be sequential starting from 01 - EMPDUPE.A01, EMPDUPE.A02, EMPDUPE.A03 ect. |
| Signature: | You may fill in this field only where you have prior approval from the ATO. Otherwise each paper Payment Summary must be signed. It is a good idea to get approval. |