Super Extract Utility
Super Extract Utility Overview
The Inzenius Super Extract Utility provides the ability to meet SuperStream requirements and to view all Superannuation payments prior to making the payment. This guide will walk you through the steps to customise the Extract and Report to clearing house specifications, as well as generate a Super Extract and Report.
Note: The Inzenius Super Extract Utility is typically installed by Inzenius Support during the initial installation of the Inzenius Labour Logistics core application. If in the event the Utility has not yet been installed, please contact Inzenius Support (support@inzenius.com) for installation instructions.
Logging in to the Super Extract Utility
The Super Extract Utility is typically located in the Inzenius directory (‘C:\Program Files (x86)\Inzenius’ or ‘C:\Program Files\Inzenius’), however clients may have created shortcuts. When launching the Super Extract Utility, the log in screen will appear. This screen will display all current available databases, along with the name, location and Business Unit of each database.
Figure #1: Inzenius Super Extract Utility
Note: Your credentials will be the same as those utilised to log in to Inzenius Labour Logistics. No additional security is required to access this Utility.
The Super Extract Utility opens to the main screen, where you can commence filtering Pay Runs for Super Extract generation or configuring the file format.
Figure #2: Super Extract Main Screen
| Super Extract | Select to generate Super Extract for selected Pay Runs (.csv) |
| Super Report | Select to generate Super Report for selected Pay Runs (.xls) |
| Retirement Fund | Connects to the Retirement Fund Updater screen. |
| Arrange Columns | Connects to the Column Arranger screen. |
Types of Extracts
There are two types of extracts available within the Inzenius Super Extract Utility. Both the Super Extract and Super Report include the same fields available:
| Field Name | Description |
|---|---|
| Your File Reference | As entered under “YourFileReference” in the ‘Fixed Value Columns’ screen, otherwise blank |
| Your File Date | As entered under “YourFileDate” in the ‘Fixed Value Columns’ screen, otherwise blank |
| Contribution Period Start Date | The Pay Period Start Date of the first Pay Period included in the month selected |
| Contribution Period End Date | The Pay Period End Date of the last Pay Period included in the month selected |
| Employer ID | As entered under “EmployerID” in the ‘Fixed Value Columns’ screen, otherwise blank |
| Payroll ID | Displays the Employee Number |
| Name Title | Displays the Employee Title (Mr, Mrs, etc.) |
| Family Name | Displays the Employee Last Name |
| Given Name | Displays the Employee First Name |
| Other Given Name | Displays the Employee Middle Name, otherwise blank |
| Name Suffix | As entered under “NameSuffix” in the ‘Retirement Fund Updater’ screen, otherwise blank |
| Date Of Birth | Displays the Employee Date of Birth (DD/MM/YYYY format) |
| Gender | Displays the Employee Gender (‘F’ or ‘M’) |
| Tax File Number | Displays the Employee Tax File Number |
| Home Number | Displays the Employee Default Telephone Number (if flagged as ‘Home’) |
| Mobile Number | Displays the Employee Default Telephone Number (if flagged as ‘Mobile’) |
| Email Address | Displays the Employee External Email Address, if none then the Internal Email Address, otherwise blank |
| Address Line 1 | Displays the Employee Default Address (line 1) |
| Address Line 2 | Displays the Employee Default Address (line 2), otherwise blank |
| Address Line 3 | Displays the Employee Default Address (line 3), otherwise blank |
| Address Line 4 | Blank |
| Suburb | Displays the Employee Default Address Suburb |
| State | Displays the Employee Default Address State |
| Post Code | Displays the Employee Default Address Post Code |
| Country | Blank |
| Employment Start Date | Displays the Employee File Active Status Date (DD/MM/YYYY format) |
| Employment End Date | Displays the Employee File Terminated Status Date (DD/MM/YYYY format) |
| Employment End Reason | Displays the Employee Termination Reason |
| Fund ID | As entered under “FundID” in the ‘Retirement Fund Updater’ screen, otherwise blank |
| Fund Name | Displays the Retirement Fund Institution assigned to the current active Retirement Account for the employee |
| Fund Employer ID | As entered under “FundEmployerID” in the ‘Retirement Fund Updater’ screen, otherwise blank |
| Member ID | Displays the Employee Retirement Member Number, as entered in the current active Retirement Account for the employee |
| Employer Super Guarantee Amount | Total Compulsory Retirement (CRF) Contributions for the Period |
| Employer Additional Amount | Total Employer Additional Retirement (ERF) Contributions for the Period |
| Member Salary Sacrifice Amount | Total Before Tax (Salary Sacrifice) Employee Personal Retirement (PRF) Contributions for the Period |
| Member Additional Amount | Total After Tax (Additional Contributions) Employee Personal Retirement (PRF) Contributions for the Period |
| Other Contributor Type | Blank |
| Other Contributor Name | Blank |
| Your Contribution Reference | As entered under “YourContributionReference” in the ‘Fixed Value Columns’ screen, otherwise blank |
Table #1: Super Extract; Included Fields
Super Extract
The Super Extract will export a summary of all applicable Superannuation, including Compulsory Retirement (CRF) payable, Employer Additional Retirement (ERF), and Personal Retirement (PRF) – both Salary Sacrifice and additional Voluntary Contribution – and is generated by Pay Run Schedule/Month, inclusive of any Grade Thresholds. The Super Extract is provided as a .CSV file and is the file that is typically imported into your preferred clearing house.
Super Report
The Super Report will export a Retirement Fund by employee detailed report that assists with analysing all forms of Superannuation; Compulsory Retirement (CRF), Employer Additional Retirement (ERF), and Personal Retirement (PRF) – both Salary Sacrifice and additional Voluntary Contribution – and is generated by Pay Run Schedule/Month, inclusive of any Grade Thresholds. The Super Report is provided as a .XLS Excel spreadsheet.
Note: A total for each Retirement Fund and a grand total (sum of all Retirement Funds) is calculated and displayed in the Super Report. This allows companies to review the total amounts to be contributed for each individual Retirement Fund Institution.
Formatting the Super Extract File
The Column Arranger allows the user to dictate what information is to be included within the Super Extract/Report and in which order. Clients will be required to select columns based on clearing house requirements (if utilising a clearing house). Columns are only required to be arranged once unless specifications change. By selecting the “Arrange Columns” button on the Super Extract main screen, the Column Arranger screen will open.
Figure #3: Column Arranger
By default, all columns will be in the “Columns In” and included within the Super Extract and Super Report. Selecting the arrows pointing down and up, will allow for the arrangement of columns in ascending order.
Figure #4: Up/Down Arrows
Selecting the arrows pointing left and right will move columns in and out of the arrangement.
Figure #5: Left/Right Arrows
By default, the “Column Headers” will reference the “Column Name” with the addition of spaces for easier readability in the Super Report. However, “Column Headers” can be altered to meet personal preferences. To alter the “Column Headers”, double click the field you wish to alter and input the desired text.
Note: Altering the “Column Header” text will not affect the Super Extract, but simply the display within the Super Report.
Once all arrangements have been made and (if required) column headers altered, simply select the “Apply” button to save and keep the Column Arranger screen open, or the “OK” to save and close the screen.
Fixed Values
The Fixed Value Columns screen allows the user to input text for specific values that will populate for all employees in both the Super Extract and Super Report. By selecting the “Fixed Values” button on the Column Arranger screen, the Fixed Value Columns screen will open.
Figure #6: Fixed Value Columns
Fixed Values allow for the insertion of a value that will not alter for a lengthy period of time.
Note: Highlighting a column header will arrange the column in alphabetical order, ascending or descending.
Once Fixed Values have been input, select “Apply” to save and keep the Fixed Value Columns screen open, or “OK” to save and close the screen. Select the “Close” button to cancel all changes and exit the window.
Additional Configuration (Optional)
The Retirement Fund Updater allows the user to add and edit Name Suffix based on Employees, and Fund Id and Fund Employer Id based on each Retirement Fund. By selecting the “Retirement Fund” button on the Pay Run Controller screen, the Retirement Fund Updater screen will open.
Figure #7: Retirement Fund Updater
Adding a New Column
New columns within both the Employee and Retirement Funds tables can be added. To add a new column, select the “Add Column” button. Alternatively, you can right click anywhere in the selected table and select “Add Column”. The keyboard shortcut “Alt+ A” can also be utilised.
Figure #8: Right Click Options
This will prompt the “Add New Column” screen where you will be asked to enter the name of the new column you wish to add.
Figure #9: Add New Column
Note: When new columns are created, they will not appear within the Super Extract/Report until they have been added. For instructions, please see ‘Formatting the Super Extract File’ in this manual.
Deleting a Column
Columns added can be deleted if they are no longer required. To delete an existing (manually created) column, highlight the column and select the “Delete Column” button. Alternatively, you can highlight the column and right click the column header in the selected table and select “Delete Column”. The keyboard shortcut “Alt+ D” can also be utilised when a column is highlighted.
Figure #10: Right Click Options
This will prompt the “Delete Columns” screen where you will be asked to confirm the deletion.
Note: When a column is deleted, they will be removed from the Super Extract/Report.
Employee Table
To edit the Employee table, from the “Table Name” drop down menu, select ‘Employee’ and click “Edit” to open the table. Employees will be depicted in the Employee table in alphabetical order by Surname.
Figure #11: Retirement Fund Updater Employee Table
To add or edit the Name Suffix for an employee, key in the required information into the “NameSuffix” field.
Note: To search for a specific employee, input the name of the employee in the search field and select the search button (
). The Employee list will search for all items with the search criteria and display accordingly.
Note 2: Selecting headers (“Employee Name” or “NameSuffix”) will highlight all within the list. Note 3: The width of each column can be altered by hovering over the desired column you wish to enlarge, when the arrow symbol appears, drag it left or right until the correct width has been met.
Retirement Funds Table
To edit the Retirement Funds table, from the “Table Name” drop down menu, select “Retirement Funds” and click “Edit” to open. Retirement Funds will be depicted in the Retirement Funds table in alphabetical order.
Figure #12: Retirement Fund Updater Retirement Funds Table
To add or edit the Fund Id or Fund Employer Id, key in the required information into the “FundID” and “FundEmployerID” fields.
Note: To search for a specific Retirement Fund, input the name of the fund in the search field and select the search button (). The Retirement Fund list will search for all items with the search criteria and display accordingly.
Note 2: Selecting headers (“Retirement Fund”, “FundID” or “FundEmployerID”) will highlight all within the list. Note 3: The width of each column can be altered by hovering over the desired column you wish to enlarge, when the arrow symbol appears, drag it left or right until the correct width has been met.
Export/Import Data Function
The Super Extract Utility also offers the ability to export and import data through Excel spreadsheets. This can be useful when altering bulk amounts of data.
Note: The Super Extract Utility export and import functionality only supports Microsoft Excel 2007 plus. If you have an earlier version of Excel, the export and import functionality will not be available to be used.
To Export Data
To begin, navigate to the applicable table and then select the “Export Data” button, which will prompt you to save your file. Navigate to the location in which you chose to save the file and open it to review.
Figure #13: Employee Table Template
Figure #14: Retirement Funds Table Template
** IMPORTANT NOTICE: Please ensure when making changes to data that you follow the instructions below! Once data has been imported it will override all changes, therefore data entry accuracy is paramount! ** What can be altered: • Employee template: The “NameSuffix” column, plus any additional columns added manually. • Retirement Fund template: The “FundID” and “FundEmployerID” columns, plus any additional columns added manually. What cannot be altered: • Column Headers • Data within the “Employee Number” column • Data within the “Employee Name” column • Data within the “RetirementFundFullName” column Once the applicable changes have been made, save the file.
Note: It is imperative that the columns noted above not be altered. If any data within the aforementioned columns is altered in any way and the template imported, this will result in the entire row not importing.
To Import Data
When data has been entered into the template generated when exporting, to import data ensure you have the applicable table open in the Super Extract Utility and select the “Import Data” button. This will prompt a file location selection screen. Select the applicable file based on the table you are importing to. Once you have imported the file, you will be prompted with an “Import Successful” notification message (Figure #14). This screen will advise the number of rows successfully imported.
Figure #15: Import Data Success
Changes imported will be visible immediately.
Figure #16: Imported Table Data
Generating the Extracts
Pay Run Filter
When first connecting to the Inzenius Super Extract Utility, the Extract From/To dates will, by default, display the current month (e.g.: connecting at any time in April 2018 will display from April 2018 to April 2018). Select the applicable “Extract From” and “Extract To” dates using the calendar.
Figure #17: Super Extract Pay Run Filter Function
Note: Alternatively, you are able to type the month in using the numeric month code (e.g.: to select April type ‘04’ or ‘4’).
To specify the year, use the up and down arrows or type the year using your keyboard. Once the month and year have been entered, you will need to select the applicable Pay Run Schedule(s) for Pay Run loading. To do so, flag the applicable Pay Run Schedule(s) in the ‘Pay Run Schedules’ field.
Figure #18: Pay Run Filter (Complete)
Once “Load Pay Runs” has been selected, Pay Runs that have been Committed within the date parameters selected will be displayed in the ‘Loaded Pay Runs’ section. This list is not interactive but will simply display all committed Pay Runs under each Pay Run Schedule and Pay Run Type (Regular, Manual, Final, and Rebank) that will be included in the Extract/Report, when generated.
Figure #19: Loaded Pay Runs
Super Extract
Filter the Pay Runs using the “Extract From” and “Extract To” parameters and select a Pay Run Schedule to load applicable committed Pay Runs.
Figure #20: Generating Super Extract
Once “Super Extract” is selected you will be prompted to save your file. Navigate to the location in which you chose to save the file and open it to review. By default, the .CSV file will open in Excel. Bear in mind Excel formatting may disrupt this sheet (e.g. leading zeros removed on values). The CSV file will display all relevant data based on all the included columns and will include a comma (,) in between fields. The image below depicts the CSV file viewed in Notepad.
Figure #21: Super Extract
Super Report
Filter the Pay Runs using the “Extract From” and “Extract To” parameters and select a Pay Run Schedule to load applicable committed Pay Runs.
Figure #22: Generating Super Report
Once “Super Report” is selected you will be prompted to save your file. Navigate to the location in which you chose to save the file and open it to review.
Figure #23: Super Report (1/2)
Figure #24: Super Report (2/2)
To ascertain the Super Report balances correctly, analyse comparison of both the Super Extract Report and the Retirement Fund Threshold Payment Summary Report (Inzenius Standard Reports).