How do I generate a payment file?

Daniel Galea St John
Daniel Galea St John
  • Updated

Overview

Once you are satisfied with your payroll run and have sent the payslips to your employees, it is time to transfer the payments. If you want information on how to create a payroll, click on this link. If you want more information on how to publish the payslips, click on this link

 

Permissions

You need to ensure that you have the Manage payroll permission to generate a payment file. 

Initial set-up

Before being able to generate a payment file, it is important that have added a company bank account to Talexio, and that your employees' financial details have been filled in.

These can be set up from the employees' details page. It is important that the payment type and financial details parts are filled in.  

Please note that if you do not want to make use of the payment file and will be paying your employees by manual bank transfer, cash, or cheque instead, then you will need to select 'Manual' as the payment type, and you will not be required to fill in the financial details. 

Do I need to contact the bank before generating the file?

If you are generating a payment file for the first time, you must first get in touch with your company's bank correspondent to get an encryption code and/or unique client ID (this depends on the bank). Following this, the flow is quite simple. 

 

Locking the payslips

Now that the initial set-up is complete, it is time to generate the payment file. First of all, you need to ensure that the payslips are locked. For more information on how to lock payslips, click here.

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Generating the bank file

You are now ready to generate the payment file!

All you need to do is click on Generate -> payment file:

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A window will pop up. You will need to make sure of the following:

  • Bank Account: Make sure that the correct company bank account is selected (in the case where there is more than one);
  • Cost Centre: If you are generating for a specific cost centre, select this from the drop down. If not, the default is for the file to incorporate all cost centres.
  • Pay Date: This is the date when the bank will release the funds.
  • Password: In the case of BOV bank accounts whose password has already been set up in the bank account settings, all you need to input is your Talexio log in password (or 2FA code if you have this set up). For other bank accounts, you will need to input the bank file password each time you generate a payment file. 
  • Generate a test file: A test file may be required by the bank when generating a payment file for the first time. Click here for instructions on how to download this file
  • Check for warnings: You may click here to check if there are any pending warnings to be tackled before sending off the file. 



  • Specify which employees to pay: You may wish to stagger payments to your employees. In such a case, you can select this option and select which employees to pay. You can filter by department, position, job schedule, or even employee bank. Or else, you can manually select the employees from the list. The status column will let you know if a payment file has already been generated for the employee(s). If you choose to go with this method, the next time you try to generate the payment file, you may choose 'Select employees that haven't yet been paid' to pay off the rest.



  • Regular Payment File vs Advance Payment File: if an employee has an advance payment in their payslip, you will see the option to generate an advance payment file. This will generate a payment file with the advance payments only. You may choose to do this prior to finalising the full payroll. Then, after finalising payroll at the end of the period, the advance payments will be omitted from the file. 


Once you are satisfied, click Generate. This will download an encrypted file to be uploaded to the bank's portal. 

Pay Remaining vs Pay Entire Amount

If you already generated a payment file, and try to generate again, you will see this dialog pop up:

Here, you may click on previous payments to see when the previous payment files were generated, and when they were generated. 

  • Pay Entire Amount: choose this option if you want to generate a payment file for the full amount.
  • Pay Remaining: by choosing this option, the system will deduct the amounts generated so far from the payment file. 

Once you select one of the two options, you will be asked to confirm the amounts:

 

Once you confirm, the system will generate a payment file for you. This file will be download to your computer (probably in your downloads folder). From here, you may upload the file to the bank.

Congratulations, you have generated a payment file. Next, you might be interested in generating an FS5. Click here for more information.

 

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