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Payment Flow for Offline Payroll Payments

Payment Flow for Offline Payroll Payments

When the payment_method of a Payroll is set to StrategyOfflinePayment, the configuration described below is required for the offline payment and reconciliation process.

Instructions for Making an Offline Payment

  1. Create Payroll:

    • Navigate to Legal and Finance (Payments) -> Payrolls.

    • Click the + (add payroll) button to create a new payroll.

  2. Choose Payment Method:

    • Select StrategyOfflinePayment as the payment method.

  3. Accept or Reject Payroll:

    • Use the maker-checker logic to either accept or reject the payroll.

    • Go to the Tasks tab on the payroll details page to perform this action.

  4. Accepted Payroll:

    • If the payroll task is accepted, a new button Upload Payment Data becomes available.

    • Click Download to view the invoices attached to the payroll in CSV format.

  5. Prepare Reconciliation File:

    • To reconcile a benefit/invoice, fill in the Paid column with Yes and generate a Receipt number.

    • If the payment is not made, do not add a receipt number and set the Paid column to No. Alternatively, remove the unpaid record from the file entirely.

  6. Upload Payment Data:

    • Once the file is prepared, upload it by clicking Upload Payment Data.

    • After uploading, you should see the payments data reconciled based on the Paid status and the presence of a receipt number.

  7. Reconcile Payroll:

    • Click View Reconciliation Summary under Legal and Finance (Payments) -> Reconciled Payrolls.

    • If you click Approve and Close, to confirm the reconciliation, go to Tasks either in the All Tasks view or on the Payroll page in the Tasks tab.

  8. Recreate Unpaid Invoices:

    • Unpaid payroll invoices can be recreated during the re-creation of payroll in the reconciled payroll section.

    • The unpaid invoices will be included in the new payroll.

    • Use the Create Payroll from Unpaid Invoices button available when you go to Legal and Finance -> Reconciled Payrolls -> View Reconciled Payroll -> Create Payment from Failed Invoice.