FAQ (Frequently Asked Questions)

Context

Employers who are registered as users of the Employer Web Site should only be able to see their own schemes (i.e. only the schemes to which they have been linked under Client Administration). 

Question

An employer is seeing all schemes on the system.

Answer

This is an access issue.  The level of access granted to the user is too high (e.g. level 1).  The user should be given data capture access on the web.

In order for the new user to have access on payroll to the relevant pay centre, ensure that the following steps have been followed:

-      Register with a role of EMPLOYER

-      Under Security, link the new registration to the person record

-      Confirm the registration on the web under Payroll>System Administration>Access Control>List Pending Registrations

-      Assign the role of DATA CAPTURE to the user on the web under Payroll>System Administration>Access Control>Assign Role to Users

-      Link the user to the relevant pay centre on the web under Payroll>System Administration>Access Control>Link User to Pay Centres

In order for the new user to have access to quotes and claims, link the user as a CONTACT PERSON under Corporate Client.

Refer to

Security

Refer to First-time Registration under

Web Site Access

Single Password Access

Multiple Password Access 

in the user manual that is accessed from the logon screen.

For information on the registration of Vodacom members refer to

Client Specific

ACA

Vodacom

Web Site Access

Context

When the remittance advice has been authorised, the status for the current cycle month is changed to "closed", and a batch job run is initiated to collect data and monies.

When the batch run has been successfully completed, the movement of the data and monies will be authorised.

Question

What must be done if a cycle is already deleted and the income has been authorised and put through?

Answer

Create bulk journals to reverse the income.

Edit the Version Number set for the Income Process under Pay Centre Setting to be + 2 so that when the income is sent through, it does not reject.

Refer to Pay centre settings under

Auxiliary Activities

Adding a new Pay Centre

Refer to Upload bulk journal file under

Processes

Conversion

Uploading Files and Documents

Refer to

Processes

File Transfer

File Layouts

Upload Bulk Journal File

Context

Use of the Pay Centre settings to open a cycle that has already been closed.

Question

The cycle for February 2011 needs to be opened.  We started putting through the batches when we received notification from the previous Administrator that they never processed the December 2010 or January 2010 contributions.

Answer

You can do this under Pay Centre settings.

Refer to Pay centre settings under

Auxiliary Activities

Adding a new Pay Centre

Context

The business requires listings of Business Transactions to be extracted from the system for various purposes. 

Question

How do I obtain a list of Year To-Date (YTD) Totals from the system?

Answer

Select Scheme Reports > (Select a Scheme) > Financial > Business Transactions.

On the Business Transactions Report screen, select the following criteria in the dropdown boxes:

-   Transaction Date > Date (the last day of the previous month) - (This will give you all the business transactions, transacted and paid in this tax year regardless of when they were due).

-   Stakeholder = MEMBER (only member and not fund transactions will be extracted for the fund).

-   Process = ANNUITY PAYMENT (transactions generated by the payment run only).

-   Debit Credit = D

Export this extract to an excel file and from their filter on the following for YTD values:

For ANNUITY GROSS YTD filter and sum the following accounting activities:

-   SUSPENPAID

-   BONUSPAYBL

-   PENSIONPAYBL

For PAYE YTD filter and sum the following accounting activities:

-   ARRTAXPAYABL

-   TAXPAYABLE

-   ADDTAXPAYABL

For DEDUCTION YTD filter and sum the following accounting activities:

-   PENSIONDED

-   MAIDERCONDED

-   MEMPENDEDJNL

Context

Various error messages may be displayed in the Error Logs.

Question

A bulk journal file was run (batch job BJU3AN BTLOAD).  The following error message was displayed in the Error Log:

REDUNDANT UNIT VALUE

When the investment balances were checked, there were sufficient units.  However, when the member’s investment transaction records were checked, the units differ as at the same date for the income type TCT.

Answer

This is a warning message that the Account does not require a unit value.

Question

Amend an existing member’s value before processing a claim.

Answer

Create an Accounting Activity Journal with an Accounting Activity of Manual Initiate to reverse the value.

Refer to Manual Accounting Transactions under

Accounting

Transaction Capture

Context

When new employees join the Fund and take up employment at a new employer and his/her previous contributions are transferred, this money is deposited in the Fund’s bank account.  This money must be allocated to the members.

Question

If money is received from another Retirement Fund, how do I go about allocating the funds to members?

Answer

Load the transferred value via the Ad-hoc Income Process.

Refer to Using the ad-hoc income process under

Supplements

Take-on versus Transfer Values

Refer to Upload Files under

Processes

Contributions

Income

Question

There are Pay Centres that are in different payroll months, and a member needs to be transferred between these Pay Centres.

The member needs to still reflect in the original Pay Centre for contributions still due, but also needs to appear in the updated Pay Centre for current contributions.

What is the proper procedure to be followed?

Answer

Go to the Pay Centre that is ahead and do a transfer in with an effective date.  This will transfer the member into that Pay Centre when the behind Pay Centre captures up to that date, the system will automatically drop the member from the old Pay Centre.

Question

What are the accounting entries necessary to process finalised benefits with exit contributions outstanding?

Answer

The accounting entries depend on whether you are refunding the gross contribution amount or the contribution less costs i.e. cases where the contribution was paid in error after the member was exited, or whether it was just received after the benefit was paid to the member.

If it is the net amount, i.e. the contribution was due but was received after the member was exited, then all that is required to be processed is the BENPMTCORR Accounting Activity.  The Accounting Rule for this is:

If it is the gross amount, i.e. a refund of the full contribution that should not have been received, then what is required to be processed is an EXITCONTRBRV (existing Accounting Activity) for the gross amount and an Accounting Activity to reverse the costs per Expenses Type.  A separate Accounting Activity will be required depending on whether or not it is a Fee or a Premium.

Fee

Premium:

Question

I have selected a batch in error (Dec 11) without doing calculations for one branch.  How do I reverse and re-open the cycle for December?

Answer

Reload the Batch under Processes > Contributions > Income > Reload Input.

For more details refer to Reload Input under

Processes

Contributions

Income

Select Processes > Contributions > Payroll >Client Administration> List All Pay Centres.

Find the Pay Centre and click the hyperlinked Cycle Control Records selection.

Select the Delete hyperlink for the Cycle with an “Open” Status.  For the appropriate Cycle with a “Closed and Locked” Status, remove the Cycle Completed Date by selecting the Edit Fund Status hyperlink.

Select Edit Status and select 0 – Open from the Fund Status drop-down list.

Note:

Do not change the Version Number on the Edit Cycle Control Record screen.

For more details refer to Load Status and Cycle Status under

Auxiliary Activities

Adding a New Pay Centre

For more details refer to

Supplements

Processes

Reloading Input – Opening payroll Cycles

Note:

Only users with the appropriate security will be allowed to perform these functions.

Question

Can a claim for a retiral be processed in advance?

Answer

Yes.  When processing a claim for a retiral in advance, an adjustment must to be added in the claims process to add the outstanding contributions.

For more details refer

Processes

Benefits

Benefit Payment Update Type

Benefit Payment Update Types (Standard Benefit Rules)

Add Benefit Adjustment

Benefit Payment Update Type: Adjust Benefit

An EXITCONTRIB adjustment (Exit Contribution account) must be loaded for the ECS and the Nett RCS Income Types.

Note:

The ECS and RCS adjustments must be processed separately.

When the cycle is then processed, the contribution will be written to the EXITCONTRIB account.  The user must check that the balance in the EXITCONTRIB account is R0,00.

Question

How does the falling of the BJU2AT batch run affect the normal processing of EFT payments?

Answer

BJU2AT is a batch that runs to validate Bank account when processing EFT payments.  When BJU2AT fails, Bank Accounts will not be able to be validated during the normal processing of EFT payments.

BJU2AT will fail when users capture incorrect details on the Bank Account Eg: initials in the field of Bank Account number etc.

Note:

Do not capture spaces between the numbers into the Bank account number field or capture the member account Name in the numerical field.

Question

I am trying to load an Adhoc file but it keeps failing.

Answer

Refer to the Master Log where an error will be displayed.

The Adhoc Input file cannot contain multiple effective dates.  Only 1 date is allowed.

Question

I attempted to upload a text file of notes for a Benefit Statement, for a non-flexible format scheme, but the file does not display on the system. 

Answer

The file has been incorrectly named.  The naming standard is one of the following:

(Scheme Name)_Top_English.txt

(Scheme Name)_Middle_English.txt

(Scheme Name)_Bottom_English.txt  

Question

Are logins by users kept on log in terms of the following:

·         Login and logout times.

·         The IP address of the terminal from which logon has occurred

Answer

When a person logs in, a record is stored and is updated on every click. 

No logout time is stored on the system.  To determine when a person has logged out, the last click time is used.  If a user has left their session on without logging out, the last click will be used.

The system does not store the IP address for a login.

For more details refer

Security

Question

Is a control in place that restricts the same user name and password from being logged onto the system from two terminals / PC’s at the same time?

Answer

Multi-session logins are currently allowed to enable users to process in parallel. 

Note:

Segregation of Duties is still in place regardless of multi-session logins.

For more details refer

Security

Segregation of Duties

Question

How do I perform a Bank Reconciliation if the Payment Type on the Bank Statement downloaded is OTHER, but on the System it is EFT?

Answer

When the Payment Type on an entry in the Bank Reconciliation is OTHER, check that the Translation Values are defined under Infrastructure > System Data > Translation Values. 

Select the Translation Purpose of INTERFACES with a Target Source System attribute of PAYMENT METHOD. 

Select Translation Values from the sub-menu on the left.

Add a new Translation Value where the Source System value is the new code and the Target System value is the relevant Payment Method.

For more details refer to

Infrastructure

System Data

Translation Values