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Salaries

Employee list

The Employee list we refer to here is your database where you could either manually capture all your employees bank details account name 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, 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, 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 employee button, this is your starting point to add a client in 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 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 employees 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.
Note: Insert ID number if you would like to verify bank account details.

Editing employees in your Employees list

Editing clients in your Employee list as well as other optional fields to store employees information include:

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

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 against this employee. You are also able to print a payment notification for proof of payment.

Contact details

  • Contact person
  • Title
  • Telephone number
  • Fax 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

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 employees details does 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

When creating a salary batch the first thing to decide is whether it is going to be a “dated” salary batch or a “sameday” salary batch batch.

* Payment types:

Same day payments

  • Funds will be available in the beneficiaries bank account the next day, value-dated for the (same day) payment date.
  • Processing cut-off time is 13h00 on the payment day.
  • Valid payment dates are Monday to Friday (excluding public holidays).

Dated payments

  • 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 Creditor batch as per instruction further down below.

There is no restriction to the number of Sameday and 2 day 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 daily limit, please contact Netcash to arrange a limit increase. If you have permissions to increase the limits on the Netcash account then please follow the below steps:
  • Select Account Profile
  • Click on Service profiles
  • Select Salary payments
  • Click on the blue Edit button
  • Adjust your limits accordingly and submit
  • You will receive a 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 permissions.

Authorisation column narratives:

  • Authorise – required to be authorised. Unauthorise – batch is authorised.
  • Co-auth – requires additional authoriser/s.
  • Date expired – batch has passed cut-off and has not been authorised.
  • Transactions required – no transactions/clients have been added to the batch.
Note: 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.
  • The confirm batch auhorisation screen is displayed. This is a summary of the salary batch including charges, notifications and choice of funding options.
    Pay against 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.
Note: If you require additional authorisers, the batch will be awaiting further authorisation . Please inform the additional authorisers of this.
  • 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 authorisers, the batch will be awaiting further authorisation – please inform the additional authorisers of this
 
Notes: One Time Pins are session based, this means that as long as you are logged in into 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.

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.

Salary batch reports

This is where you can find all your Salary  batches that has passed the cut-off time and has already been processed. 

 Downloading your post batch processing report
 
  • 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 save in
    your default downloads folder.

The report also lists all of the transactions processed in the batch. If the employees 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 means that the payment has not been successful. The reason for the failure is indicated by the code which appears after the employees 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
  • 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 salaries 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 on and the amount paid.

To view more details of that 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

Unpaid codes

The list below show a list of possible reasons why a payment could return unpaid from the bank, please also note that the unpaid codes Netcash receives is sent directly from the bank and is not self generated by Netcash.

CodeNameDescription
1212 – Account closed (with no forwarding details)Your customers account has been closed. Kindly contact your customer to obtain alternative banking details as no further debit orders can be run against this account.
1414 – Account transferred (within banking group)Account transferred (within banking group)
145145 – Account failed final validationThis is a credit payment error when an account fails the final validation but still exists in the system with the incorrect details.
1616 – Account transferred (to other banking group)Account transferred (to another banking group)
1818 – Account holder deceasedYou customers’ 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
2626 – No such accountYour customers’ account may be invalid or has been closed. Please contact your customer to obtain alternative banking details.
2828 – Recall/WithdrawalYour customer has requested a withdrawal of the debit order entry. Please contact your customer to clear up the dispute and re-submit if necessary.
3030 – No authority to debit / creditYour customer has stopped payment of the debit order, allegedly due to you not having authority to debit the account. Please contact you r customer to resolve the dispute as no further debit orders will be submitted on this account until stop payment is lifted.
5050 – Account Number InvalidYour customers account is invalid. Please contact your customer to obtain alternative banking details.
5151 – Bank RecallThe bank has requested a recall on this debit order transaction entry. Please contact your customer to arrange settlement and resubmit if necessary.
5656 – Not FICA compliantThis 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 requires 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

This search function helps you to easily find the employees 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 employees bank statement next to your chosen statement reference

Deleted batches

This screen displays batches that have been deleted and that were never processed as well as any entries that have been deleted from a batch.