There is a requirement to be able to process contributions adjustments for closed cycles and for these to be processed in a way that enables them to be invested with the retrospective date. This allows units to be allocated using the unit price as at the date that the contributions should have been received.
In some cases there could be adjustments for more than one prior month and these need to be separated so that each month’s adjustment can be invested in the applicable month.
The adjustments are a result of late notification of employee changes, e.g. changes in salary and the adjustment could be positive or negative.
A separate file will be received from SAP with a row per date per contribution type for each payroll. These files will be named as follows:
- DCRSnnnn.txt Group SAP
- DCRPnnnn.txt Barcap SAP
- DCRWnmnn.txt Wealth SAP
An interface program will intercept these files and reformat them into the format required by the ad-hoc income load (SFLoadAdhoc.bat), using the scheme code and membership reference number. The file will also be split per date and an ad-hoc income file created for each date.
When the SAP Interface 4 batch job (SAP\fileProcess.bat) runs for the pay centres for which the data capture option is set to AUTO, and there is a file with the name DCRSnnnn.txt, DCRPnnnn.txt or DCRWnnn.txt, this file will be loaded in the same manner as the existing Interface 4 contribution file. Refer to
Client Specific
ACA
SAP
SAP Interface File Layouts
File Layout: Retrospective Contributions
A check must be performed in order to ensure that the version number is in line with the previously loaded file. This data will be stored in the preload staging area with the correct transaction date as per the file. The scheme validation for the income types will be applied. The existing format error process will be applied to these transactions.
Note:
These files are optional and a file will only be received once per month. If each transaction has been successfully validated, a report will be created for all of these transactions and will be available on the data capture summary page.
The following menu option will only be displayed for pay centres for which the data capture option is set to AUTO on the Edit a Pay Centre screen.
From the main menu, navigate as follows:
Processes > Contributions > Payroll > Data Capture > (Select a Pay Centre).
The Data Capture Summary screen will be displayed.
From the Payroll menu, click 
alongside SAP Data on the sub-menu on the left. Additional options will be displayed.
The Amendments and Amendments by Type menu options under Reports on the top menu display screens that allow for the filtering of data.
The following facility will be displayed on these screens.
To display all occurrences, click SEARCH.
To display filtered data, use the FIELD and the OPERANDS search criteria by selecting values from the drop-down lists in order to specify the search criteria.
Click SEARCH.
Note:
Once selections have been made from both drop-down boxes, you must capture the a value in the last field, then click ADD. The search criteria will be stored on the screen for reuse.
Example:
Reference No = 349
To remove the stored search criteria click REMOVE.
This report displays all format errors encountered.
Click Error List below SAP Data. The Format Error List screen will be displayed.
The following filtering facility will be displayed on the screen:
In order to filter data, select and capture data as follows:
|
Status |
Select a status from the drop-down box. The following values may be selected: COMPLETE FORMAT ERROR (FE) IGNORED UPDATED
The capture of a value is optional. |
|
File Type |
Select a file type from the drop-down box. The following values may be selected: ADR BSC HRS SLY DCD ERN MTE
The capture of pay centre is optional. |
|
File List |
Select a file list from the drop-down box.
The selection of a value is optional. |
|
Reference Number |
Capture a member reference number.
This field is optional |
|
Show History |
Click on the tick-box ( |
Once all of the data has been captured, click SEARCH.
The following fields are displayed:
- File ID Sequence
- Record ID
- Reference Number
- Status
- Date Created
- Previous ID
- Date Loaded
- Load User ID
- File Type
- Error Message
Note:
Amendment and Amendment by Type reports are also available on the system in the following locations:
Processes > Contributions > Payroll > Reports > Amendments
Refer to
Processes
Contributions
Payroll
Reports
Amendments Report
Reports > Payroll > Amendments (across all pay centres for a scheme)
Refer to
Reports
Payroll
Amendments
Click Amendments below SAP Data.
The Amendments screen will be displayed.
Select and capture data for filtering if required. For more details, refer to Filtering data above.
Search
Select criteria from the two drop-down boxes:
The bottom of the screen will display the amendments made in the current cycle.
The following columns are displayed per member on the screen:
- Reference No
- Client Structure
- CO Reference No
- Surname
- Initials
- Date of Birth
- ID Number
- Sex
- Race
- Marital Status
- Bread Winner
- Number of Children
- Language
- Occupation
- Notch
- Grade
- Salary Date
- User ID (The User ID of the person amending a record manually or via file upload).
To view the current values and the before values for a member on the report, click on the hyperlinked name in the Surname column. The Reports screen will be displayed.
The Current and Before columns show the amendments that have been made to the member’s details.
The following columns are displayed on the screen:
- Client Structure
- CO Reference No
- Surname and Initials
- Date of Birth
- ID Number
- Sex
- Race
- Marital Status
- Bread Winner
- Number of Children
- Language
- Contribution Category
- Benefit Category
- Investment Category
- Investment Split Changes
- GLA Status
- Frequency of Pay
- Pensionable Earnings
- Date Joined Company
- Date Joined Fund
- Salary Date
- Occupation
- Grade
- Notch
To return to the Amendment screen, click RETURN.
Click Amendments by Type below SAP Data.
A drop-down is provided for selecting the type of amendment required.
The Amendments screen will be displayed.
Select and capture data for filtering if required. For more details, refer to Filtering data above.
This screen allows amendments to be filtered by Amendment Type. To view the current values and the before values, select one of the following values from the Amendment Type drop-down list:
- Employee Details
- Salary
- Contribution Category
- Benefit Category
- Investment Category
- Temporary Absence
- N1 category
The Amendments screen will display all members who fit the selection criteria.
On the above screen, the member’s initials and date of birth have been amended.
To further refine the data displayed, capture and select data as described under Filtering data above, and click SEARCH.
Note:
Different fields will be displayed depending on the amendment type selected. For examples of the various fields displayed, refer to
Refer to
Processes
Contributions
Payroll
Reports
Amendments Report
Select Backdated Contribution Report below SAP Data.
The Backdated Contribution Report screen will be displayed.
The following columns are displayed:
- Scheme
- Reference Number
- Income Type
- Date
- Date Created
- Amount
- Action
To update the backdated contributions and effective month, click on the hyperlinked Update in the Action column.
The Update Contributions screen will be displayed.
- Scheme
- Surname
- Initials
- Date of Birth
- ID Number
- Reference Number
- Income Type
- Amount
- Date
The Amount and Date fields may be updated. Once updates have been completed, click UPDATE. The message “Record Updated” will be displayed on the Update Contributions screen.
To return to the Backdated Contribution Report screen, click BACK.
For more information on the processing of backdated contributions, refer to
Client Specific
ACA
SAP
Processing Backdated Contributions
Click BL Mode Report below SAP Data.
The Move Code Report screen will be displayed.
The following columns are displayed:
- Scheme
- Reference Number
- Surname
- Date of Birth
- Date Created
- BL Date
- BL Mode
Search
The following fields are available as search criteria:
- BL Date
- BL Mde
Click on the Show History tick-box (
)in order to show history details in the search.
Once the criteria have been selected click SEARCH.
Click Member Detail Report below SAP Data.
The Payroll Member Detail screen will be displayed.
The following columns are displayed:
- Reference Number
- Branch
- Cost Centre
- Surname
- Initials
- Date of Birth
- ID Number
- Company Reference Number
- Date Joined Fund
- Date Joined Company
- Participating Employer
- Date Joined Participating Employer
This report shows the member detail in relation to the Participating Employer, Pay Centre, Branch and Cost Centre that it is linked to.
Note:
The Custom Report under Payroll > Reports shows only the last level to which an employee is linked.
Click Deferred Members below SAP Data.
The Amend Member Personal Details screen will be displayed. This screen allows you to search for “Deferred” members, and to capture an additional membership for the same person record.
For more information on “Deferred” members, refer to the “Interface 1 Mapping” section in this document.
Search for “Deferred” member details under the Employee Search section and click SEARCH, or click LIST ALL to display a list of all deferred “Deferred” members.
Any deferred members will be displayed at the bottom of the screen.
To display the personal details for a “Deferred” member, click on a hyperlinked deferred member. The Amend Member Personal Details screen will be displayed.
This screen allows personal details to be amended and for a Membership to be created.
To add or update membership details, click MEMBERSHIP.
The Add/Update Membership Details screen will be displayed.
For more details on this screen, refer to
Processes
Contributions
Payroll
Data Capture
New Employees
To remove any data that you have captured on the screen, click RESET.
To return to the previous screen, click CANCEL.
Note:
The PERIOD DATES button should be ignored in this section as these details will be loaded via the Basic File of Interface 1. For more information on Interface 1, refer to the section in this document and
Client Specific
ACA
SAP
SAP Interface File Layouts
To create a membership, click SAVE. The Amend Member Personal Details screen will display the message: Employee Details Saved.
Note:
The deferred member will no longer be displayed on the Amend Member Personal Details screen.
Once the change has been confirmed (via the Daily Confirm), two memberships will be displayed (Deferred and Live). These members will be displayed under Clients > Members.
When a member is loaded with a BLMODE C (transfer out), the member remains "Live" without an exit reason being populated. It is therefore difficult to verify if the member has been captured as a transfer out.
This report lists transfer outs.
Click Transfer Members below SAP Data.
The Sap Transfer Report screen will be displayed.
The following columns are displayed:
- Scheme
- Reference Number
- Surname
- Initials
- BL Mode
- BL Date
- Date Processed
- File Name