Running Pay Enquiries (Payroll NZ)

Pay enquiries can be performed on any closed pay batches. A pay enquiry can be run to view a list of payees who were paid in a pay batch or range of pay batches within a given period. For each payee that is listed, you can view a summary of their pay as it was calculated at each stage of the pay batch process as well as the method by which the payee was paid (EFT, cash or cheque). You can also drill-down to view detailed information about how an individual payee's pay was affected at each stage of the pay batch process in the closed pay batch.

Running a pay enquiry is useful if, for example, a payee has a query about their pay for a given pay period or a potential discrepancy is discovered in a payee's pay after the payee has been paid for the effected pay period.

Once a pay batch is closed it can be listed on the Payroll > Pay Process > Pay Run > Pay Batch List screen to view summary information about the pay batch such as the pay period and pay group to which the batch belongs, the number of payees paid in the pay batch and the total gross payment amount that was paid as a result of processing the batch. You cannot, however, view the pay details of individual payees who were paid in the closed batch. This can only be done by running a pay enquiry.

How to Run a Pay Enquiry

To run a pay enquiry, follow the procedure below.

How to Run a Pay Enquiry
	Navigate to Payroll > Pay Process > Pay Enquiry. The Pay Enquiry screen opens.
2.	In the Search section at the top of the screen, key in or select information about the pay batch that you want to run an enquiry on and click Search. Brand Filters payees according to the agency brand by which payees are managed. This defaults to Any Brand to allow you to list payees regardless of the corresponding agency brand. To list only those payees who are managed by a specific agency brand, select the relevant brand name in this field. Region Filters payees according to the agency region by which they are managed. This defaults to Any Region to allow you to list payees regardless of the corresponding agency region. To list only those payees who are managed by a specific agency region, select the relevant region in this field. Office Filters payees according to the agency office by which they are managed. This defaults to Any Office to allow you to list payees regardless of the corresponding agency office. To list only those payees who are managed by a specific agency office, select the relevant office in this field. Pay Company Filters payees according to the pay company by which they are employed. This defaults to Any to allow you to list payees regardless of their pay company. To list only those payees who are employed by a specific pay company, select the relevant pay company in this field. Pay Group Filters payees according to the pay group to which they belong. This defaults to Any to allow you to list payees regardless of their pay group. To list only those payees who belong to a specific pay group, select the relevant pay group in this field. Pay Period Filters payees based on the pay period in which they were paid. If you select a specific pay group in the Pay Group field this field lists the open and all close pay periods for the selected pay group, thereby allowing you to list the payees who belonged to the selected pay group during the selected pay period. Otherwise, this field is set to Any. Pay Period Start Date Filters payees based on the earliest start date of pay periods in which the payees were paid. This defaults to the first day of the current month. This date in this field will only apply if the option selected in the Batch Type field is Both or Normal Batch. Pay Period End Date Filters payees based on the latest end date of pay periods in which the payees were paid. This defaults to the first day of the current month. This date in this field will only apply if the option selected in the Batch Type field is Both or Normal Batch. Adjustment Period Start Date Filters payees based on the earliest start date of a closed pay period for which the payees’ pay was adjusted. This date in this field will only apply if the option selected in the Batch Type field is Both or Adjustment Batch. Adjustment Period End Date Filters payees based on the latest end date of a closed pay period for which the payees’ pay was adjusted. This date in this field will only apply if the option selected in the Batch Type field is Both or Adjustment Batch. Payee No. Filters payees based on their unique payee number. If you want to list a specific payee only and you know that payee’s unique payee number, key the number in this field. Candidate No. Filters payees based on the unique candidate number to which the payees are linked. If you want to list only those payees who are linked to a specific candidate and you know that candidate’s unique candidate number, key in the number in this field. Payee First Name Filters payees according to their first name. Leading and trailing wildcard characters (%) can be used for partial matching on the name. For example, %anne will match names such as Anne and Mary Anne while mary% will match names such as Mary and Marry Anne. Payee Surname Filters payees according to their surname. Leading and trailing wildcard characters (%) can be used for partial matching on the surname. For example, %hill will match names such as Hill and Summerhill while summer% will match names such as Summer and Summerhill. Tax Type Filters payees based on their tax type. This defaults to Any, thereby allowing you to list payees regardless of their tax type. Employment Type Filters payees based on their employment type. This defaults to Any, thereby allowing you to list payees regardless of the their employment type. Batch Type Filters payees based on whether they were paid in a normal batch, an adjustment batch or both. This defaults to Both, thereby allowing you to list payees regardless of the batch type in which they were paid. Batch Number Filters payees based on the unique batch number of the pay batch in which they were paid. To list only those payees who were paid in a specific pay batch, key in the pay batch number in this field. Pay batches that match your search criteria are listed in the Results section of the screen.
3.	In the Results section of the screen, view the pay details of the relevant payee(s) in the columns displayed on the screen.
4.	To drill down to view detailed information about payee’s pay items at each stage of the pay batch, click the View button next to the relevant pay batch in the Results section of the screen. The Pay Batch Summary screen opens, showing a breakdown of what was calculated at each pay batch stage for each payee in the pay batch.