Payroll Batch, Pay Group, and Billing Vouchers

Note: Payroll Batch processing uses the PrismHR API and scheduled process: PrismHR Import Payroll Batch Ongoing and PrismHR Import Payroll Batch Complete. Also see Configuring the Payroll Batch Scheduled Processes.

Payroll Batch processing involves a few dataforms: Payroll Batch, Pay Group, and Billing Vouchers.

  • Payroll Batch – The Payroll Batch import brings in the payroll data for each batch, enabling ClientSpace to track the number of paid employees. The Payroll Batch dataform stores the payroll information for each processed batch from PrismHR and allows for tracking of the batch from the beginning of the process to the end.

  • Pay Group – The Pay Group dataform stores information about each pay group type, such as Weekly and Bi-Weekly, Period Start and End Date, and Employee Count. Pay Groups allows us to track the frequency of how employees are paid and reflect the employee counts for each frequency type. The number of pay groups depends on who is being paid at the time of the payroll batch run. Pay Group names vary by client need and are imported from PrismHR. Payroll Batches with multiple pay groups will have a pay group dataform for each one associated with that batch. The system uses the Set Payroll Frequency custom logic rule to set the Payroll Frequency on a pay group.

  • Billing Vouchers – The Billing Vouchers reflect the total amount paid for the payroll batch and also includes items, such as billing codes for taxes and deductions. Billing Vouchers are viewable from the Payroll Batch.

Let's look at an example of a Payroll Batch, Pay Group, and Billing Vouchers.

To view the configuration:

  1. On the module bar, click Workspaces.
    The Workspace Search dashboard opens.
  2. Select a workspace and click (Jump).
    The Workspace opens.
  3. Move down the page to the dataform tiles, and click Payroll Info.

  1. Click the Payroll Batch tile.

The Payroll Batch dashboard opens.

  1. Open an entry.
    In our example, we selected an entry with multiple Pay Groups.

  1. In the Action Center, click Pay Groups.

The Pay Group dashboard opens. Our example shows two entries: Bi-Weekly and W. These pay groups are imported from PrismHR into ClientSpace.

  1. To view a Pay Group, highlight a row and double-click or click (Open).
    The Pay Group details page opens.

To view Billing Vouchers from the Payroll Batch:

  1. From the Payroll Batch dataform, in the Action Center, click Billing Vouchers.
    The Billing Voucher dashboard opens.

Because our example has two Pay Groups, the entries are associated with each Pay Group. When you total the like entries, (for example, Gross Wages), these will be the totals for the Payroll Batch. Note, the Billing Voucher reflects the individual items for each Pay Group.