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Automate Super Payments using Beam in QuickBooks Online

SOLVED•by QuickBooks•152•Updated 3 days ago

This page will take you through how to create new super payment batches, view previous super payments, and run reports on your super payments via a date range or a batch through Beam. Beam is a tool that integrates with QuickBooks Online Payroll to help you manage your super payments.

Before you start

Make sure you've signed up to Beam by following the steps in our article setting up super payments with Beam.

Select one of the following headings to get started.

  1. Go to Payroll and select the Reports tab.
  2. Select Super Payments (listed under Payroll).
  3. Select New Super Payment Batch.
  4. Select the appropriate filters (for example, Date Range, Pay Schedule, Contribution type) and then select Filter.
  5. Select Create Batch.
  6. Select Submit.
  7. Select your Payment Method
    • If you select Direct Debit you’ll be prompted to select a Bank Account and Refund Bank Account (where undelivered super amounts are returned to).
    • If you select EFT or BPAY, tick the acknowledgement checkbox to review thePayment Details which will appear on the screen along with payment instructions. These instructions will also be emailed to the payroll admin.
    • Make sure that the reference number and amount of the super payment are correct when paying the super batch.

Important to note:

  • The payment in a super batch is calculated according to the pay runs' paid date.
  • Regardless of the date range you choose, super batches will only contain super payments that have been processed in a pay run.
  • Employees who couldn't be validated after applying the filters will appear in red or yellow. You can select Click to View to see the error, once you’ve corrected the errors select Validate, then Submit. For additional help on these errors, see Beam Super Payment Errors and Warnings
  • To exclude an employee from the batch payment, select the Exclude from batch link next to the relevant employee.
  • If you delete a super batch, it can not be restored/recovered.
  • Created: batch has been created and has not yet been submitted to Beam.
  • Submission Accepted: batch has been submitted to Beam and accepted.
  • Awaiting Payment: batch is awaiting for manual payment if Direct Credit/EFT or BPAY payment method has been selected, or it is awaiting for direct debit payment.
  • Awaiting Clearance: this status is used for direct debit contribution processes and indicates that the request to debit the bank account has been successfully acknowledged.
  • Reconciled: this indicates that the payment has been recovered and cleared from the employer.
  • Send to fund: this occurs when all outbound transactions have been successfully sent to the employee's destination funds.
  • Sent to fund with responses: this occurs after the outbound transactions have successfully been sent out to the employee's destination funds. It indicates that one or more of those destination funds have provided informational responses back.
  • Sent to fund with refund: this occurs after the outbound transactions have successfully been sent out to the employee's destination funds. It indicates that one or more of those destination funds have rejected and refunded one or more contributions.
  • Cancelled: this indicates the contribution process has been cancelled, for example, due to no payment or a dishonour. If your batch is at a CANCELLED status, then you can recreate/submit the batch for the same reporting range.
  • Failed: this indicates that something unexpected has happened during the submission to beam. If your batch is at a FAILED status, then go back into the batch and submit the batch again.

If you're paying your Beam super batch by EFT or BPay, make sure that the amount and reference numbers entered into the payments match the batch details exactly. If not, it may cause the batch to cancel and the payment to be returned.

Beam requires the details of the payment to match exactly to the batch. Otherwise, the two can't be linked together. The only information entered into the reference number field of the payment should be the digits of the reference number.
Text such as 'Ref', 'Reference Number', 'Ref #' and so on should not be included and will cause the batch to be cancelled and the payment returned.

You should see the batch cancel after 10 business days from the batch submitted date, along with email notification. The payment will be refunded and can take up to 12 business days to return. Once the batch has been cancelled, you will need to submit a new batch and send a new payment.

When an employee updates their super fund details, confirm with the employee whether the updated super fund should apply to future or unprocessed contributions.

If the employee wants their super fund details updated, this can be done through the employee’s record:

  1. Select Employees.
  2. Select the employee's name.
  3. Select Super Funds then select Update Contributions.
  4. Select Yes or No depending on whether the employee wants the super fund updated for unprocessed contributions.

Note: If an employee has more than one super fund you can also adjust the allocation percentage from here.

You can automatically create a super payment when finalising a pay run. You'll need to enable this functionality from within the pay schedule settings.

  1. Select Payroll from the left-hand navigation menu.
  2. Select Payroll Settings.
  3. Select Pay Schedules.
  4. Select an existing Pay Schedule to edit it.
  5. Select the hyperlinked word, here, under the Pay run finalisation settings heading.
  6. A window will pop up and you can tick the box to create super payment immediately or manually at a later date.
  7. To save your changes, select Next, then Complete.

For more information on this, read our complete article on integrating super payments with a pay run.

  1. Select Employees.
  2. Select the Reports tab, then select Super Payments (located under Payroll).
  3. Select the ID number to view additional information for a super payment.
  1. Select Employees.
  2. Select the Reports tab, then select Super Contributions located under Payroll.
  3. Apply the relevant filters then select Run Report.

Note: You can toggle the filter for Date Range or Super Batch by selecting it.

What's next?

The only thing that's left for you to do is make sure to stay ahead of your Financial Year Super lodgement deadlines for 2022-23!

We're here to help

If you need additional help or have questions, or you require assistance at any point in this process, our Customer Success team is happy to help.

Sign in to QuickBooks and start a discussion in our QuickBooks Community or join one of our Facebook Groups to connect with other like-minded QuickBooks customers. 

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