Unable to change the payment method/ payment account on wage transactions

[DebWright]

Hi,

I just wanted to ask how can I change the Pay from account from Electronic Clearing to the bank account (Cash at Bank) for some payroll transactions. I prefer to choose the bank account for electronic payments instead of of electronic clearing account. I already set it up that way but for the prior transactions. it seems that the transaction is locked and MYOB won't let me change the account to Cash at Bank. I'm trying to reverse the transaction but the error code Code: SingleTouchPayrollServiceError (100106) appears. 

Could you please let me know how to resolve this and how can I move them from the electronic clearing account to the Bank account? Or could you please suggest how I can reconcile the transactions for the month including these wages transactions from the reconcile account tab and also to clear the electronic clearing account and transfer the balance to the Bank account instead? 

I'm looking forward to your reply.

Thank you so much.

[Julie_A_C]

hi @DebWright 

Unfortunately as the STP has lodged, or maybe the super paid it is not going to allow you to do.

You are going to have to do a dummy aba file.

go to prepare electronic payments, change the date to when it came out of the bank account and okay the warning.  Tick however entries made up the amount that came out of the bank, then prepare bank file.  

if you do not create true ABA files and upload to the bank then if you get bank details needed you can go and enter all zeros for bsb, account number, tick I create bank files, do your bank code , WBC, ANZ, NAB or whoever, if you need direct entry user id just enter 0001.

MYOB will then tell you transaction is going to be recorded first, say ok, then when it directs you somewhere to save the file just cancel out.

[DebWright]

Hi @Julie_A_C ,

Thank you for your response. However, upon following the steps - I could not able to see the locked transactions in the prepare electronic payments tab even after changing the bank processing date so I can't tick any entries from those transactions that I wanted to rectify. Please see attached sample snips.

Do you have any idea the reason behind that and the possible solution? My client is the one who processed the payroll so I have no idea how it happened, apologies. I would greatly appreciate if you could help me more on how to resolve this.

Thank you. 

[Julie_A_C]

hi @DebWright 

From the snip you are showing me I can see two pays for 23/3, 4 for 29/3 and 1 for 5/4.

So i don't know how your bank is reconciled for any of of those dates without those transactions in your bank account, unless the pays have been processed again paying from the bank account directly which means there is a double up of recording of wages.

I also don't understand why the other pays done 5/4 are not showing in prepare electronic payments.

I think you need someone to be able to access the file either on line or on site to look into it further.

[DebWright]

Hi @Julie_A_C ,

I appreciate your response but I checked the payroll report and to confirm that there's no double up of recording of wages. However, the locked transactions are the only ones that are not showing in the Prepare Electronic Payments. 

Is there any other way on how I can able to show and reconcile those transactions to the bank account while clearing the balance from electronic clearing account to bank account without affecting other accounts?

Your response will be highly appreciated. 

Many thanks.

[gavin12345]

Hi @DebWright 

The image in your opening post 'Something has gone wrong...' suggests a corruption in your file. I would start by getting that looked at. You could transfer the relevant amounts between the 2 accounts by way of a General Journal, however if there is a corruption, fixing the file might also fix this issue.

Regards

Gavin

[DebWright]

Hi @gavin12345 

Thank you for your response. Could you please let me know how to fix the corrupt file if that's the case? Also, I would appreciate if you could please list down the steps by way of a General Journal as well? And since I'm reconciling my client's account on a monthly basis, with that way - will that also allow me to reconcile the missing amounts in the 'Reconcile Accounts' so I can reconcile all transactions from the bank statements for the month of April including those wages?

Looking forward to your reply.

Thank you so much!

[gavin12345]

Hi @DebWright 

To get a corruption in the file fixed, you would need either send the file to MYOB or to a MYOB specialist who can repair files. If your file is online, simply tag a moderator and wait for them to contact you. I have tagged @Earl_HD  and @Celia_B. They might be able to repair the file with a script.

Normally if the payment method on the employee's card is cash or cheque, the payroll transaction is:

DR Wages

DR Super etc

CR Bank Account

CR PAYG

If the Payment method is Electronic the CR is to the Electronic Clearing account instead of the Bank Account. So for bank reconciliation purposes you would create a GJ with date same as the payroll transaction and 

CR Bank Account (edited as per @Julie_A_C comment below)

DR Electronic Clearing

This should adjust the account balances and allow you to see the transactions when doing the bank reconciliation. In theory same would apply if this has happened to previous pays. Use the previous payroll date as the date for the GJ - and always add a suitable explanation in the GJ memo for other users.

Regards

Gavin

[Julie_A_C]

Hi @gavin12345 @DebWright 

The general journal will actually be a credit to bank account and a debit to the electronic clearing account.

Doing this will not put a negative amount into the electronic payment account so these entries can be cleared and they will always keep appearing even though the balance of the account will be zero.

This needs to be sorted by the corruption being sorted or a more experienced bookkeeper looking at the file.

[gavin12345]

Hi @Julie_A_C 

Thanks for the correction - I wasn't paying enough attention - I have corrected original post in case someone doesn't read the whole lot.

Regards

Gavin