At any stage during the update cycle, a summary of the data captured can be viewed.
From the Data Capture menu, select View Data Capture Summary from the sub-menu on the left. The Data Capture Summary screen will be displayed.
This screen displays summary details of all data captured up to this point.
Hyperlinked options indicate that further information is available. Click the required hyperlink in the Options to display the details.
Descriptions of the options on this screen appear below.
|
Data Capture Summary |
|
|
New Entrants |
New entrants for this fund and cycle.
Note: A data extract report can be selected for this Option. Refer to Data Extracts below. |
|
Exits |
Exits for this fund and cycle.
Note: A data extract report can be selected for this Option. Refer to Data Extracts below. |
|
UnMatched After Payroll |
Possible exits for this fund and cycle.
Note: A data extract report can be selected for this Option. Refer to Data Extracts below. |
|
Rule & Validation Errors |
Rule and validation errors that were encountered on the payroll upload. These errors need to be rectified before the remittance can be completed.
Note: A data extract report can be selected for this Option. Refer to Data Extracts below. |
|
Valid |
Valid memberships for this fund and cycle |
|
UnMatched Members |
List of unmatched members (members who weren't on the payroll upload) for this fund and cycle.
Note: A data extract report can be selected for this Option. Refer to Data Extracts below. |
|
Members Not Reconciled |
Members who weren't on the load file from the legacy system for this fund and cycle |
|
Members Warnings |
Not used |
|
Format Errors |
Format errors that occurred on the payroll upload. Refer to Validations under Processes Contributions Payroll Payroll Processing and Field Conversion |
|
Payroll Sent Status |
List of payroll files received on the payroll upload |
|
Transfers In |
Members transferred in for this scheme and cycle. |
|
Member Merge |
A list of possible duplicate members that may be merged. |
|
Members with branch not in Paycentre |
A list of members linked to a branch where that branch is not linked to the selected Paycentre. |
Data extracts
When the hyperlink count number in the right-hand column is selected for one of the following, the system will flow to a data extract report displaying the selected details:
- New Entrants
- Exits
- Rule & Validation Errors
- Valid
- UnMatched Members
Example:
Selecting Transfers In on the Data Capture Summary screen results in processing that takes a long time, and so the initial load of the Data Capture Summary screen for Transfers In does not contain any values due to the volume of data that needs to be queried.
REFRESH gets all of the values except for Transfer In. So when you want to see the Transfers In, click on the Get hyperlink. This is a list of transfers into this Pay Centre.
Where members of a scheme are duplicated because they leave and then later rejoin with slightly different details, the system can identify these members and allow an authorized user to merge the duplicated records. On Payroll duplicated records can be merged with the membership number with the oldest contributions.
When members are uploaded via data loading or captured manually via keyboard update, the system will identify possible duplicate members by using a combination of the following criteria:
|
Surname, Initials, Date of Birth and ID Number are the same. |
Company Reference Number is different. |
|
Surname, Date of Birth, ID number are the same |
Initials are different. |
|
Initials, Date of Birth, ID Number, Company Reference Number are the same |
Surname is different. |
|
Surname, Initials, Date of Birth , Company Reference Number are the same |
ID Number is different. |
On the Data Capture Summary screen, there are 2 reports that can be viewed:
- The Member Merge List displays a list of potential members for merging.
- The Member Merge Audit List displays an audit list of Payroll members who are not on Core that have been merged.
Member Merge List
On the Data Capture Summary screen, click on the hyperlinked Get alongside Member Merge.
The Member Merge List screen will be displayed.
This screen requires criteria to be captured in order to produces a member duplicates report.
Capture / select the required membership data and the email address to which the report must be sent.
Note:
The check boxes are used for grouping of the data.
Click SEARCH.
A Member Merge List screen will display a list of possible duplicate members with their existing membership numbers, per the criteria that have been captured / selected.
The following details are displayed for each member:
- Scheme Code
- Reference Number
- Surname
- Initials
- Date of Birth
- ID Number
- Start Date
- Exit Date
- Company Reference Number
- Status
To extract this data, click EXPORT. The following message will confirm that the export has commenced:
Export started to email address: (User)
A report will be exported to the email address of the user logged on.
The following data is displayed:
- Scheme Code
- Reference Number
- Surname
- Initials
- Date of Birth
- ID Number
- Start Date
- Exit Date
- Company Reference Number
- Status
Each member on the Member Merge List screen has a view hyperlink displayed in the first column.
Click the view hyperlink in order to flow to a screen listing the potential duplicate members.
The Member Merge Payroll screen will be displayed.
This screen displays member details in the following three columns:
|
Payroll Member |
The details for a member on Payroll who has been uploaded via data loading or captured manually via keyboard update. |
|
Core Member Information |
The details for a member who is already on the system. (Core). |
|
Payroll Information for Core Reference Number |
The details for a member on Payroll who is already on the system. (Core). |
The following details are displayed for each member:
- Reference
- Surname
- Initials
- Names
- Title
- Date of birth
- Company Ref
- ID number
- Gender
- Marital Status
- Breadwinner
- Children
- Preferred Name
- Original Name
- Contributions
Scrutinise and investigate if necessary, the membership details displayed on the Member Merge Payroll screen for the selected member. If the selected member is a duplicate and should be merged, click MERGE FROM CORE DATA
The following warning message will be displayed:
The selected member will be moved into the existing membership. Are you sure you want to merge these records.
Click CANCEL to cancel the merging of the members, or click OK to confirm the member merge.
Notes:
- The process above can only be done if the record has not been committed to the system (Core). New entrants in a cycle will be compared against existing membership records on the system. If a new member has been merged in Payroll to an existing system membership record, then any changes in personal information will have to be updated manually on Payroll to keep a history for audit purposes.
- When a possible duplicate member has been identified in the system for a new entrant in a current cycle and the member on the system exists in the current Pay Centre with contributions, the new entrant will be merged with the member on the system in Payroll, but the contribution for the new entrant will have to be manually uploaded to the system membership record on Payroll. When the member on the system in the current Pay Centre has no contributions, the new entrant’s contributions will be loaded automatically on this member’s record in Payroll.
- When a possible duplicate member has been identified in the system for a new entrant in a current cycle and the member on the system exists in another Pay Centre, the new entrant in the current Pay Centre will be merged with the system membership record in the other Pay Centre and the contributions will be automatically loaded to the system membership record in the other Pay Centre.
Member Merge Audit List
On the Data Capture Summary screen, click on the hyperlinked Member Merge.
The Member Merge Audit List screen will be displayed.
This screen displays a list of members on Payroll who are not on Core that have been merged.
The following details are displayed for each member:
- Scheme Code
- Reference Number
- Status
- Surname
- Initials
- Date of Birth
- ID Number
- Date Joined Scheme
- Exit Date
- Company Reference Number
The contents of the report can filtered by capturing the data in the following fields:
- Reference No
- Company Ref No
- Surname
- DOB
- ID Number
Once one or more values have been captured in these fields, click SEARCH.
To extract this data, the email address to which the report must be sent and click EXPORT. The following message will confirm that the export has commenced:
Export started to email address: (User)
A report will be exported to the email address of the user logged on.
The following details are displayed for each member:
- Scheme Code
- Reference Number
- Status
- Surname
- Initials
- Date of Birth
- ID Number
- Date Joined Scheme
- Exit Date
- Company Reference Number
Note:
This report can also be selected under Reports as follows:
Reports > Member > Membership Merge .
For more information, refer to
Reports
Member
Membership Merge
Member Extract
For more member merge information, refer to
Clients
Merge Members