Use Super Clearing Batches to send super contributions to Beam Super for processing. You will need to set up Beam Super Clearing before you can use Super Clearing Batches. BEAM is a third-party superannuation clearing house that integrates with MicrOpay. It requires a separate setup through your account manager and may involve additional costs.
Beam does not use a traditional File Layout that other clearing houses rely on. Instead, Beam manages contributions through fund and employer contribution codes, eliminating the need for users to attach a file layout.
The batch will pick up any unprocessed super transactions in periods up to and including the selected Process To date where the End of Pay process has been completed. It is recommended to create and submit each batch after every pay run to comply with Payday Super requirements. Once you have created the batch, the contributions will be marked as processed.
Before creating the batch
Before you create the batch:
Ensure that the End of Pay process has been completed for the pay period.
Balance the superannuation contributions using Superannuation Processing (Payroll, Transactions, End of Period). Don't tick Pay to Fund when running the report. See balance super contributions for Beam Super Clearing for more information. If you decide to run this report, it is advisable to take another backup beforehand to avoid committing any unwanted changes.
Review Member Verification Requests for any errors that cause errors in your super batch.
Take a backup before creating the batch, as you cannot delete or undo a batch once created.
Create the batch
When you create a batch, you can review the contributions by double-clicking on the batch. This will open the Super Clearing Batch Details window. The Member Contributions box contains each employee with their contribution and includes:
Fund details e.g. Fund Name, USI, ABN etc
Employee Name, Code and Membership No.
Employer Primary - total of Employer Contributions that are marked as Primary on the employee record.
Employer Additional - total of Employer Contributions that are not marked as Primary on the employee record.
Employee Before Tax - total of Employee Contributions that are deductions before tax.
Employee After Tax - total of Employee Contributions that are deductions after tax.
To create the super batch:
Go to Payroll, Transactions, End of Period, Super Clearing Batches.
Click Create New. This will open the Super Clearing Batches - Create New window.
Select Fund, Payroll Company, Location and Pay Frequency or leave as <All>.
Enter the Process to Date. This will pick up all periods up to and including this date where super hasn't previously been processed.
Select the Contribution Start and Contribution End dates.
Click Create.
You will receive a message that the batch has been created. Click OK.
The batch will appear in the grid with the Created status. Select the batch by ticking the checkbox on the left and click Validate.
Once the batch has been validated, the status will change to Validated or Has Errors and a number will appear in Messages if there are errors or warnings. Click the ellipses button (...) to review the messages. If there are errors, you need to correct them before proceeding. You can submit with warnings, but the contributions may be refunded.
The Super Clearing Batch Validation Messages window will open.
The window allocates the message to either the Member, Super Fund or Payroll Company tab. Tabs are bolded when there are unread messages. You will also see the number of messages in brackets.
Click on the tab to see the message. The Severity of the message is displayed and colour coded, red for errors, orange for warnings and teal for information only messages.
To save or export the message, right-click and Save Grid or right-click and Copy Row to copy an individual row to the clipboard.
To fix errors or warnings, click Close and update the cause of the message, e.g. Super Fund, Employee, etc. Once corrected, return to Super Clearing Batches, select the batch and click Validate again.
Alternatively, you can move the contributions to a new batch.
If the batch cannot be validated due to failed MVRs (Member Verification Request), you can disable the validation, see Disable Member Verification Request below.
Double-click on the batch to view the details in Super Clearing Batch Details.
When ready, select the batch by ticking the checkbox on the left and click Submit. This will send the details to Beam Super Clearing.
You will receive a message that the batch has been submitted, click OK. The status will change to Awaiting Payment. If Direct Debit is set up, no further manual action is required as Beam will automatically deduct the funds. The status will update to Sent to fund once the payment is processed.
Take note of your Payment Reference Number (PRN). If you can't see the PRN in the grid, right-click, Customise Grid Columns and add Payment Reference Number to the Super Clearing Batches grid.
Click Close.
If you are paying the Super by creating a bank file from Creditors:
Go to Payroll, Transactions, Import and Export, Creditor EFT Export.
Select Beam_SCH - Beam (Precision Administrative Services) as Creditor.
From Transaction Lodgement Reference, select the PRN for the batch.
Select the Date to be Processed by the Bank. This will default to today.
Tick Overwrite File if Exist if a file with the same name already exists in the file location and you want to replace it. Data will be appended to an existing file if one exists in the file location and this is not ticked.
Click Preview to check the values or EFT File to produce the bank file.
Beam recognises the payment and changes the status to Reconciled or Sent to Fund only after the bank clears it. To avoid delays, submit the batch and make the payment on the same day.
Disable Member Verification Request
Once you have upgraded to MicrOpay Evo version 9.5 SP2, you have the ability to enable or disable Member Verification Requests (MVR) validation for Super Batches. When this is disabled, contributions for employees with failed MVRs won't prevent a Super Batch from being validated. MVRs will still be sent. You will need Admin agent permissions to access Super Clearing Setup. To disable MVRs:
Go to Access MicrOpay Evo Administration, System Configuration, Super Clearing Setup.
Untick Enable Member Verification Request (MVR) validation for Super Batches.
Click OK.
To re-enable, follow the same steps and tick the checkbox.