Banking File

When finalising each pay run, Marlin HR automatically creates a banking file for you to upload to your online banking. This eliminates the need to manually key in employee payment details each week and the possibility of keying errors.

The Banking File contains:

• Banking details for all employees that have Payment Method set to 'EFT To Bank Account'
• Net Pay amounts from the pay run to be paid to each account.
• Savings amounts to be paid to employee accounts other than the one their Net Pay is paid into.
• Banking details and amounts for any Payroll Liability Accounts that you have ticked as 'Pay During Pay Run' and that have been selected on Deductions in Employee Maintenance (e.g. Child Support).

The banking file from Marlin HR is in the prescribed ABA standard format used by all major Australian financial institutions. Please refer to your bank for information and assistance with the use of their online banking facilities to process payments files.

Preparation to use Banking Files

Enter your Banking details

Select System > Options from the menu toolbar and select the Banking Details page.

Enter your banking information and click on the Save icon.

Click on the Company Details tab and ensure that your contact details (bottom section only) are complete and correct.

• Ensure that Address Line 1 is not blank as this can cause problems with some third party systems (e.g. Banks, ATO).

Set the relevant employees to be paid by EFT

In Employee Maintenance select the employee and go to the Pay Details tab.

Select EFT To Bank Account from the Payment Method drop down list and enter the employee's banking details.

Balancing Line Option

Historically only CommBiz required a self balancing line to be included in the ABA banking file but more banks seem to be requesting it lately so we have added the option on the Banking Details tab in System Options.

If you wish to use the ABA bank file to simplify the payment of your wages, ask your bank whether they require the balancing line and tick this checkbox if necessary.

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Where the Banking File Lives

The file is created in the BankFile folder inside your MarlinHR folder.

Your Marlin HR folder location is specified in the Application Folder field when you select Help > About Marlin HR from the menu toolbar.

The filename is in the form of pr00172.aba where 'pr' denotes payroll and '172' is the payrun number.

Paying Wages with the Banking File

Log into your bank's online banking facility and access the Payments screen. Select the option to upload/import a payments file.

Browse to the folder where the banking file lives (see above).

Select the bankfile for the pay run you wish to pay (check the Pay Run number on the Pay Advices or Pay Run Analysis screen if you are unsure).

Follow the appropriate steps for your bank's system to process the bank file and make the payments.

How to Auto Email the Banking File

You can elect to have Marlin HR automatically email the Banking File to you when you finalise each payrun.

Select System > Options from the Marlin HR menu toolbar.

On the Company Details tab, ensure that your email address for the Payroll Contact is correct.

On the Banking Details tab, tick the checkbox labelled Prompt to Email Bank File and click on the Save icon.

If the checkbox is not selectable, it means that either:

• You haven't saved an email address for the Payroll Contact on the Company Details tab;
• Your system is not currently configured to automatically send the payrun journals to your Marlin inbox;
• Your Marlin system is an older version (i.e. does not contain the required email program).

With the checkbox ticked, each time you finalise a payrun a popup will display your Payroll Contact's email address and ask you to confirm that you wish to email the Banking File to that address. The reason for the prompt each time, before emailing the Banking File, is to give you the opportunity to see the email address and select 'No' if it is no longer correct but you haven't yet updated it under System > Options.