This is the current workaround for when SuperChoice cannot validate any data beyond the ABN for files sent automatically through the Payday Super Assist integration.
It is a manual upload method to create a file, then upload it yourself.
Uploading the file manually lets SuperChoice validate the full file, and will remain the workaround process until the issue is resolved.
The process has two parts:
- Part 1 (in HR): Generate the SuperStream payment file.
- Part 2 (in SuperChoice Employer Portal): Upload, validate, review, submit and pay.
Before Starting
This is a one-time set up in HR.
Getting these details right first prevents your file from being rejected by the SuperChoice clearing house.
Complete these under System > Superannuation Funds and in Employee Maintenance (Main > Customers > Manage Customers):
- Fund identifiers: Ensure details are correct for each fund that has been flagged for inclusion.
- Super Funds: Make sure it has the correct USI (Unique Superannuation Identifier)
- SMSF (self managed) funds: Leave the USI blank.
- Enter the fund's ABN,
- Its Electronic Service Address (ESA)
- And account details
- Tick Include in Super Payment file for every fund you want in the file
- Employee membership numbers: Check each employee's Member Number in the Entitlements tab or Employee Maintenance and in the Deductions section of the Pay Details tab.
- Only letters, numbers, hyphens and forward slashes are allowed; no spaces.
- If a number is unknown, leave it blank
(Never use dummy numbers like "11111111").
- Employee addresses: Make sure there are no commas in Address Line 1 or 2, in the Personal tab.
- Commas will cause the file to be rejected
- Use a forward slash or split across the two address lines instead
New Employees Without Fund Details
Set them up with a generic fund (e.g. Funded/Unfunded Super).
- Do not tick Include in Super Payment File.
Once the correct fund details are known, you need to correct this using two adjustment pay runs.
First Adjustment Pay Run:
- Leave Funded/Unfunded Super selected in Employee Maintenance
- Then perform a pay run to take super back out of the balance in HR:
- Should only have that one employee on it
- Enter amount as Employer Super Adjustment
(Not the Employer Additional Super Adjustment) - Enter amount and select Reduce (not Add)
- This won't send a super payment file to SuperChoice, since the pay run only contains that employee and a negative super amount
Second Adjustment Pay Run:
- Update the employee with the correct fund in Employee Maintenance
- Then perform a pay run to add the super into the correct fund
- Should only have that one employee on it
- Enter amount as Employer Super Adjustment
(Not the Employer Additional Super Adjustment) - Enter amount and select Add (not Reduce)
- The file will be automatically sent to SuperChoice via the Payday Super integration
(no manual uploading required, since they now have a Payday Assist enabled Super Fund selected)
Part 1: Creating SuperStream Files in HR
Run and check your Superannuation Report as normal (Reports > Superannuation Report), so you know the figures are correct before generating the file.
Select the Payment File tab.
Enter the date range of pay runs to display, based on each pay run's "Pay To" date. By default only pay runs not already included in a previous file are shown.
To re-create a file, tick Show pay runs already included on a Super Payment File.
Choose which pay runs to include: All listed pay runs are ticked by default; use the checkboxes and the All / None / Invert buttons to adjust.
Click Generate to preview the data before the file is created.
If the preview looks right, click Create Payment File, then Yes to confirm.
HR will show the filename (e.g. SF19923.txt) and confirm it is saved in the folder labelled "SuperFile" inside the MarlinHR folder.
This is where you can get the file from.
Do not open the payment file in Excel or any other program before uploading. Opening it changes the contents and prevents it from being uploaded.
To review what's in a file, use Reports > Report Keeper. A copy is saved there automatically when the file is created.
Only one manual payment file can be created at a time: Each file must therefore be created individually.
Part 2: Uploading and Submitting Files to SuperChoice
Log in to the SuperChoice Employer Portal.
Select Upload a new contribution file.
- Available from the SuperStream panel, the toolbar, or the Navigation menu
During the Select Pay Cycle step:
- Choose Use Dates in File, since the file created in HR already contains the period start and end dates
- Click Select File to Upload and select the file you saved from HR.
- Confirm the date choice and file are correct,
- Then click Next.
You'll see the message The following employer matching exceptions have occurred:
- From the Pick an Employer dropdown, select which Branch/Store you are uploading the file for
- Then proceed
Resolve any validation issues the Portal flags (e.g. USI corrections).
- Fix the root cause in HR, so your next upload does not go into error for the same reason
(Edits made in the Portal only affect this one upload)
On the Review screen:
- Check the data
- Then click Next to continue
(this button is only enabled once all errors are resolved)
On the Summary and Submit screen:
- Review the grand totals
- And confirm the payment summary details
Click Confirm and Send.
After Submitting
Use the Contributions tab and the payment status icons in SuperChoice to check the payment file has gone through successfully.
- Look for a green tick in the Issue column