Employee list
The Employee list we refer to here is your database where you could either manually capture all your employee’s bank details account names and references etc or this could be captured by means of a file upload via our converter tool which is an Excel file that gets uploaded or by means of integration through your payroll software.
Clients in your Employees list are grouped in grid form on the Manage employee list screen. Each column in the list is sortable by clicking on the heading. Sorting can be ascending or descending. Click once for ascending, and click again for descending. By sorting, all pages of your Employees list are sorted.
Filters allow you to work with specific data in your Employees list.
Filter and search options
The filter by group button will allow you to work with employees in a specific group, once selected, click on the down arrow and select the group from the list provided.
The filter by status button allows you to work with employees in a specific status, these include Active, Inactive & Deleted
The search function allows you to look for a specific Employees list entry/entries by inserting the Account reference, Account name, and Bank or Bank account number:
- Click on the Search
- Select the Search where criteria by clicking on the Down arrow
- Type your search request data in the is like field
- Click on the Search
The Download button allows you to export the data in various export formats, these include XML, CSV, PDF, MHTML, Excel, TIFF & Word
The CSV button allows you to download all fields in the employee list, this includes all containers in the edit/add Employee list screen. CSV files usually open in Excel and all data will appear in column 1.
Should you require each field to appear in a separate column, then do the following:
- Select column A.
- Click on Data, Text to columns.
- Click on Next, Delimiters – Tab.
- Click on Finish.
Add the employee button, this is your starting point to add a client to your Employee list.
Steps to manually add employees to the Employee list can be found below:
Add a new client to your Employee list
Once you have navigated to > Services > Payments > Salaries > Employee list, you will be provided with the below options:
- Click the Add Employee button on the top right side of the screen.
- You will be prompted to insert the following information:
- Account reference
• Account name
• Payment amount
• Employees statement reference - Click on Submit.
To add the employee’s banking details
- Click on the Bank account details tab below the Account details.
- You will be prompted to insert the following information:
• Bank account name
• Bank account number
• Branch code
• Bank account type - Click on Submit.
- Bank account details will be validated before they can be saved.
Editing employees in your Employees list
Editing clients in your Employee list as well as other optional fields to store employees information include:
Services > Payments > Salaries > Employee list
Account details
- Active: When you added your employee in the Employees list and clicked “active
- Delete: You can tick delete if an employee has resigned or been dismissed. This employee will be moved under your deleted status
- Edit: This option allows you to make changes to the details you have previously captured
- View change history: You can see which system user made the last change to the details captured
Bank account
- Submit AVS: This function allows you to do account verification, if you have Risk Reports service active
- Edit: This option allows you to make changes to the details you have previously captured
- View change history: You can see which system user made the last change to the details captured
Account grouping
- Groups: you can add employees in groups according to your payment needs such as specific payment dates,
- Edit: You can edit the group or employees in the group
- Change History: Click on the View change history tab to view changes to the grouping for this employee (added, removed, or amended)
Notifications
- Email history: This should show the history of all the notification emails sent to the employee for their payments
- SMS history: This should show the history of all the notification SMS’s sent to the employee for their payments
Transaction history
- Transaction History will list the payments processed to this employee. You are also able to print a payment notification for proof of payment.
The payment notification displays the transaction details and a QR code that may be scanned for authentication.
Contact details
- Contact person
- Title
- Telephone number
- Identity number
- Date of birth
- Postal address 1
- Postal address 2
- Postal address postal code
- Physical address 1
- Physical address 2
- Physical address postal code
Deleting Masterfile entries in Bulk
- Select Services.
- Click on Payments from the dropdown menu.
- Click on Salaries > Employee list.
- Multiple entries can be deleted in bulk.
- Tick the Delete field for the employee list entries to be deleted.
- Click on the Delete button.
Once off payment
The once-off payment option is exactly that when you are only wanting to pay one employee as a once-off. This means that the employee’s details do not need to get stored in your Employee list first, however, once the payment is captured it then adds the employees details as an entry in the Employee list. The reason for using the once off and not first creating your employee details as an entry and then creating a salary batch is simply for your convenience.
When selecting to use the once off payment everything that you would need to capture to add the employee and create the salary batch is all on once screen
Once you have navigated to > Services > Payments > Salaries > Once off payment, you will provided with the below options:
- Payment type: This refers to a sameday batch or dated batch
- Action date: The date you would like the payment to be processed
- Your reference for employee: This could be a reference that you use internally to differentiate your employees as you could have employees with the same name etc. This could also be an employee code or ID number as you prefer
- Your employees name: Your employees name
- Payment amount: The amount you will be paying your employee in this once off payment
- Employees statement reference: This is the reference that will reflect on your employees statement once they receive your payment
- Bank account name: The name of the account holder or employee
- Bank account number: Account holders or employees bank account number
- Generic branch codes: This is where you select which Bank they are making use of
- Branch code: Once the bank is chosen above the generic branch code will reflect here
- Bank account type: The account type such as savings, current or transmission
- Email address: Please insert your employees email address if you would like them to receive a notification of this payment (this is optional)
- Cellular number: Please insert your employees cellphone number if you would like them to receive a notification of this payment (this is optional)
Salary batches
Funds must appear in your Netcash account before 13h00 to authorise your batch.
Salary Payment types and cut off times:
Same day Salary Payments batch
- Funds will be available in the beneficiaries bank account the next day, value-dated for the (same day) payment date.
- The processing cut-off time is 13h00 on the payment day.
- Valid payment dates are Monday to Friday (excluding public holidays).
Dated Salary Payments batch
- All payments are reflected in all accounts on the payment day.
- Processing cut-off time is 13h00 one business day before payment day and 13h00 on Friday for Saturday and Monday’s batches.
- Valid payment dates are Monday to Saturday (excluding public holidays).
Please note the following information before you create your salary batch as per instructions further down below.
There is no restriction to the number of Sameday and dated batches which can be created for a specific action date.
Batches that have exceeded limits cannot be authorised.
- If you have exceeded your line or batch limit, please contact Netcash to arrange a limit increase or click on the increase limit button during the batch authorisation process, your Relationship Consultant will contact you. If you have permission to increase the payment limits on the Netcash account, then please follow the below steps:
- Click on Account Profile.
- Select Service profiles.
- Select Salary payments.
- Click on the Edit button.
- Adjust your limits accordingly and submit.
- You will receive an OTP to authorise the change.
Authorised batches cannot be edited (unauthorise first). Action dates and service types can be edited by clicking on the pencil in the batch list screen.
If you do not see an authorise button, you do not have the necessary permissions. Please refer to your system superuser to provide them with permissions.
Authorisation column narratives:
- Authorise – required to be authorised. Unauthorised – batch is authorised.
- Co-auth – requires additional authoriser/s.
- Transactions required – no transactions/clients have been added to the batch.
- Date expired – batch has passed cut-off and has not been authorised. Select on the pen icon to select a new batch action date.
- Insufficient funds – insufficient funds at the time specified cut off time. Select on the pen icon to select a new batch action date.
Note: The updated batch needs to be authorised within the specified cut off times.
Final responsibility for the batch rests with the user who authorises the batch. Netcash accepts no responsibility for incorrect batch information as it is assumed that all relevant information has been checked by the user once the batch has been authorised.
Once you are on this page you are presented with 2 buttons.
- Download: This allows you to download all the batches that you have created but have not yet processed.
- Add Salary batch: This is where you start creating your salary batch by clicking this button.
Creating a Salary batch
- Click on Services.
- Select Payments from the dropdown menu.
- Click on Salaries > Salary batches.
- Click on the blue Add salary batch button.
- Select the Payment type* and Action date.
- Click Submit.
- You may now select employees to be added to your batch.
- Insert the employees to be paid by selecting the text box to the right of the employee record.
- Insert the salary amounts and change the Statement reference if required.
- Click on the Add selected to batch button.
- Click on View batch.
Downloading a pre-authorisation report
- Click on Services.
- Click on Payments from the dropdown menu.
- Click on Salaries > Salary batches.
- The list of salary batches will now be displayed.
- To download your Pre-Authorisation Report, select Edit employees on the left side of the Salary Batches table.
- Click on the Download button.
- Your salary batch report will be displayed on the screen. Click on the Export icon and select your preferred format to download your report.
- The batch will automatically start downloading and save in your default downloads folder.
Authorising a salary batch
- Click on Services.
- Click on Payments from the dropdown menu.
- Click on Salaries > Salary batches. The list of salary batches will be displayed.
- Click on Authorise next to the batch that you would like to process.
- Batch warnings -A batch warning button displayed in pink indicates warnings in the batch. Batch warnings will display info in the batch such as duplicate bank accounts and account details changed. You can choose to make corrections or proceed to authorise the batch without amendments.
- Pay against the available balance if there is sufficient credit in your Netcash account.
- Transfer funds if you need to fund the Netcash clearing account for payment
- Read and accept the terms and conditions, then select Authorise.
- Should you select to pay using the Available balance option you will then be re-directed to the Confirm batch authorisations screen.
- Insert the One Time Pin (OTP) sent to your cell number or Google Authenticator pin.
- Click OK.
- Your Salary Batch is now authorised and will be scheduled to run on the selected date.
- If you are paying using the Will Make bank transfer option, you will be prompted to insert the following information:
• The date when the transfer will be made.
• The Netcash account you will be transferring to.
• The amount to be transferred.
• The extra fields are optional for reconciliation purposes.
• Click Next. - Click on Print Report in order to obtain details of the Netcash clearing that you need to fund. Please ensure your transfer has the correct reference.
- Click Authorise to confirm your bank transfer.
- Insert the One Time Pin (OTP) sent to your cell number or Google Authenticator pin and click Authorise.
- Your salary batch is now authorised and will be scheduled to run on the selected date.
- If you require additional authorises, the batch will be awaiting further authorisation – please inform the additional authorisers of this
Notes: One Time Pins are session-based, which means that as long as you are logged in to your Netcash account, you can use the same OTP to authorise. Where multiple authorisations are required, only the first authoriser needs to insert the OTP.
Add a batch name to batch screens and reports
- Select Services.
- Click on Payments from the dropdown menu.
- Click on Salaries > Salary batches.
The batch name has been added to manage the batch screen. The name of the batch is taken from the imported file or allocated by Netcash if the batch is created manually.
The name of the batch can be edited by clicking on the pen icon and creating a new batch name.
Groups
- Select Services.
- Click on Payments from the dropdown menu.
- Click on Salaries > Groups.
To help sort clients/employees when the batch is set up, it is useful to place clients/employees into different groups. E.g. Place clients/employees in group 25 should their payment date be the 25th of the month. This does not mean that payment can only be made on the 25th, it simply makes it easier to select out of the Masterfile only those who are in group 25.
The most common groups used are:
- Processing date
- Service type
- Product Type
- Frequency – weekly, monthly, annually
- Division/region – KZN, Gauteng etc.
Creating groups
- Select Services.
- Click on payments from the dropdown menu.
- Select creditors/salaries
- Click on Service profile > Groups.
- Click on the Add account group button.
- Insert the name of your group and submit.
- Your group will now appear in the Group list.
Managing clients/employees in groups
- Select Services.
- Select payments from the dropdown menu.
- Select creditors/salaries
- Click on Groups
- Click on the Manage account groups button.
Account grouping
- Groups: you can add employees in groups according to your payment needs such as specific payment dates,
- Edit: You can edit the group or employees in the group
- Change History: Click on the View change history tab to view changes to the grouping for this employee (added, removed, or amended)
- Delete: delete a group, if any clients are linked to the group that is being deleted, you will be notified to link them to a new group.
Batch detail report
- Select Services.
- Click on Payments from the dropdown menu.
- Click on Salaries > Salary batches.
Select view batch detail report.
The batch detail report displays information regarding batch details prior to the batch being processed by the bank.
Salary batch reports
- Select Services.
- Click on Payments from the dropdown menu.
- Click on Salaries > Salary Batch Reports
This is where you can find all your Salary batches that have passed the cut-off time and have already been processed.
- Click on Services.
- Select Payments from the dropdown menu.
- Click on Salaries > Salary batch reports.
- Click on the Printer icon on the left of the batch.
- Click on the Export icon and select your preferred format to
- download your report.
- The batch will automatically start downloading and saving in
your default downloads folder.
The report also lists all of the transactions processed in the batch. If the employee’s details are shown in black this means that up to the time of viewing the report, Netcash has had no notification from the banks that the transaction has been unsuccessful.
Transaction details shown in red mean that the payment has not been successful. The reason for the failure is indicated by the code which appears after the employee’s name.
For additional information please see below:
- To view additional information on your batch, click on View batch detail report.
- Export in the required format.
The above batch detail report provides the following information:
- Service Type
- Value of the batch
- The volume of the batch
- Action Date
- Creation date
- Who authorised the batch
- Authorisation date and time
Audit report
The Employee audit report allows to view which employees have been created, edited or duplicated in your Employees list
- Click on Services.
- Click on Payments from the dropdown menu.
- Select Salaries.
- Click on Audit report
- Select the date range.
- Select the Result type and click on Submit.
- A list of clients will be displayed that conform to your request, click on the Pencil to the left of the client to view audit detail.
Note: If you are uploading salary batches the system is unable to determine which user made the change and consequently File upload will be displayed in the Changed by column.
Payment returns
Just as with your Salary batch report, this is also where you can find a Salary payment that has been processed and returned unsuccessful without seeing all the other payments you processed.
- Click on Services.
- Click on Payments from the dropdown menu.
- Select Salaries.
- Click on Payment returns
- Select the date range.
You will now see the action date that the payment was processed and the amount paid.
To view more details of the beneficiary that you paid click on the + sign next to the action date. This will expand the below details of the unsuccessful payment so that you can see exactly which beneficiary it was that returned unsuccessful.
- Account reference
- Account name
- Account number
- Transaction ID
- Amount
Salary Payments Unpaid codes
- Select Services.
- Click on Payments from the dropdown menu.
- Click on Salaries > Unpaid codes.
The list below shows a list of possible reasons why a payment could return unpaid from the bank, please also note that the unpaid codes Netcash receives are sent directly from the bank and are not self-generated by Netcash.
| Code | Name | Description |
|---|---|---|
| 12 | 12 – Account closed (with no forwarding details) | Your customer’s account has been closed. Kindly contact your customer to obtain alternative banking details as no further debit orders can be run against this account. |
| 14 | 14 – Account transferred (within banking group) | Account transferred (within banking group) |
| 145 | 145 – Account failed final validation | This is a credit payment error when an account fails the final validation but still exists in the system with incorrect details. |
| 16 | 16 – Account transferred (to other banking groups) | Account transferred (to another banking group) |
| 18 | 18 – Account holder deceased | Your customer’s account has been closed as the account holder is deceased. Please obtain alternative banking details if the debit is to continue or contact the customers’ attorneys for settlement |
| 26 | 26 – No such account | Your customers’ account may be invalid or has been closed. Please contact your customer to obtain alternative banking details. |
| 28 | 28 – Recall/Withdrawal | Your customer has requested a withdrawal of the debit order entry. Please contact your customer to clear up the dispute and re-submit if necessary. |
| 30 | 30 – No authority to debit / credit | Your customer has stopped payment of the debit order, allegedly due to you not having the authority to debit the account. Please contact your customer to resolve the dispute as no further debit orders will be submitted on this account until the stop payment is lifted. |
| 50 | 50 – Account Number Invalid | Your customer’s account is invalid. Please contact your customer to obtain alternative banking details. |
| 51 | 51 – Bank Recall | The bank has requested a recall on this debit order transaction entry. Please contact your customer to arrange a settlement and resubmit if necessary. |
| 56 | 56 – Not FICA compliant | This account is not FICA compliant and the bank will not allow any further transactions to this account until your customer complies with the requirements. Please make alternative arrangements for payment with your client. |
Sub account batches
This screen allows you to see all your batches that have been created and that require authorisation, this includes salary batches that you have created on your main Netcash account and on your sub-accounts if you have any sub-accounts
- Click on Services.
- Click on Payments from the dropdown menu.
- Select Salaries.
- Click on Sub account batches.
Search by transaction ID
- Click on Services.
- Click on Payments from the dropdown menu.
- Select Salaries.
- Click on Search by transaction ID.
This search function helps you to easily find the employee’s payment details if they provide you with the transaction ID number, this is a unique number allocated to every payment that is processed.
The transaction ID number is displayed on your employee’s bank statement next to your chosen statement reference
Lock batch
Select Services> Payments> Salaries > Salary batches.
To lock a batch from any further editing select the edit icon and click on Lock batch.
Review the onscreen message and click on Yes if you would like to proceed. Please note that the batch cannot be unlocked.
The lock batch feature is applicable to all batches created on the Netcash platform. Imported batches may have the lock batch feature activated in the NetConnector settings, in which case they will already be locked
Processing dates
This report displays when a salary batch needs to be authorised for a particular action date. Same day batches are to be authorised by 13h00 am on the action date and dated salary batches must be authorised by 13h00 the day prior to the action date.
- Select Services > Payments
- Click on Salaries from the dropdown menu
- Click on Processing dates
- A list of processing dates will be displayed including action date and presentation date. This list is continually updated
Deleting Salary batches
Select Services> Payments> Salaries > Salary batches.
Tick the block in the Select column next to each batch that needs to be deleted then click on the Delete button. Please note that only batches that are not authorised may be deleted.
Deleted Salary batches
Select Services> Payments>Salaries > Deleted Salary batches.
This screen displays batches that have been deleted and that were never processed as well as any clients that have been deleted from a batch.
The following information can be viewed:
- Select deleted batches
The following information can be viewed:
- Action date
- Batch name
- Service type
- Volume
- Amount
- Deleted: Date and the user who deleted the batch
- Select deleted clients
- The client/s that has been deleted will be displayed
Note: The deleted batch would need to be recreated and can not be edited once in a deleted status.