Ozedi Direct Step 4

Check Your Settings

There are a number of settings which you should ensure are correct for the way you want to use Ozedi Direct BEFORE YOU START PROCESSING CONTRIBUTIONS. These include the following features displayed when you click on the Settings button:

Contributions Processing

This controls what happens when you upload a contributions file to the portal; the choices are:

  • On hold before manually sending (default setting)

This option lets you check the Payments List before deciding to continue and send the remittances. You can choose to cancel, even if they loaded successfully

  • Sent automatically if loaded successfully (future feature)

This option assumes that, if all the payments loaded without errors, then they can be sent through SuperStream without any further action required.

Send e-mail for responses

Options are:

  • Yes

An email will be sent to you whenever responses or errors are received from the SuperStream network. Sometimes, responses from funds won’t appear for several days. It is useful to be informed that a response has arrived; eg new member number.

  • No

No emails will be sent. You must check the portal for any responses that arrive from funds.

Remove processed data after

The default is 12 months but you can nominate anything between one month and 12 months. Contributions successfully sent after the period nominated will be removed.

Pay superannuation by Amex

Ozedi has an association with American Express and their aggregator RewardPayto allow you to pay your superannuation contributions via your card. This will provide you with greater cash flow and also reward points. Refer to payments by Amex below for more details.  Options are:

  • Yes
  • No

Amex Customer Number

This is the customer number allocated by RewardPay when you register to pay on the website  www.rewardpay.com.au It is used to identify you only – your credit card details are NOT stored at Ozedi Direct.

Amex Processing

You can choose when the super payments are sent to the Amex portal for confirmation and payment. The options are:

  • On hold, check, then manually send to Amex

This option lets you check the Payments List before send the payments to Amex. You can then choose to cancel if required.

  • Automatically send to Amex when uploaded

This option will send the payments to the Amex portal ready for confirmation as soon as the uploaded file is successful; ie when no errors are detected in the upload.

SAVE

Remember to SAVE the  changes to your preferences

 

Upload a contribution file

When you have checked your settings to operate the way that suits you, you are ready to upload contributions for sending through SuperStream. Go to the Contributions Uploadtab and the screen below displays:

There are two steps:

  • Choose File - identify which file you wish to upload by browsing your system and picking the filename. NB the filename cannot have embedded spaces; egCont File.csv would not be acceptable – it would give an error when uploading. You could rename the file on disk to Cont-File.csv and it would be ok to load.
  • Upload – having selected the file, click on upload and the file will be loaded and processed. You will get a message “Uploaded successfully – processing” if your file has been found. It may take a minute or two to process the file into the fund payments; go to the Runs tab and click on Refresh List button – the run status will show as “loading” until this process is complete (see below).


Checking your contributions for errors

Having successfully loaded your contributions file, you now need to check to see if you have any errors.

NB if there are any errors in any payment, none of the payments can be processed. You will need to cancel and re-load after the errors have been corrected.

Select the Runs tab to display the payment runs. Use the Refresh List button at the bottom. Click on the run you want to display – the payments by fund will display. You can you the page handler on the bottom left of the screen to display more than one screen of payments. You can also select to display runs for a date range you select and by status.

The payments displayed on the right hand side of the screen have pagination to handle many payments in a run. The payment details can be sorted into ascending and descending sequence on each column.

The buttons at the bottom of the screen will be enabled according to the run status and your settings; they include:

Refresh List

This option will refresh the list on the left as well as the payments displayed. The run status will show “loading” if the processing of your contributions file has not completed. It will then show as “OK to Send” or “ERRORS”. 

Send to Funds

This will send all the remittances in the run to the funds. NB this button will be disabled if there are ANY errors in any of the fund payments.

Cancel Run

If the run has no errors but you want to re-process the file for any reason, you can cancel the run to prevent it from being accidently sent.

Download Payments

This facility will create an Excel spreadsheet of the fund payment details displayed. It can be used to check against your payroll system to ensure the uploaded data matches your expectations. You can also use this list to raise payments in your accounting system as it has all the details necessary for EFT.

Send to Amex

If you are flagged to use Amex to pay your superannuation contributions, you can select to send the payments to the RewardPayportal if you have checked them and want to proceed to payment.


Contribution Details

Each payment on the right hand side has a Details button. This will display basic information and provide access to the actual contribution details using the Document Links and clicking on Pdf. Looking at the data in other formats is provided; ie XBRL, HTML and text.

NB if your payment has errors, you can display the error messages by using the Error Links and clicking of ErrorPdf.

Payments list

The Payments List is an Excel spreadsheet which you can download and use for checking your uploaded file; if something doesn’t look right, you can use the Ozedi Direct portal to display the employee contributions included in the payment. If the payments are not correct, you can cancel the run and upload a corrected file.

You can use the Payments List to pay the superannuation funds through your banking portal. If you do, make sure you put the Payment Reference Number shown in the Payments List in the EFT reference of your payment as this is essential for the funds to reconcile your payment to your remittance through SuperStream. You will get funds contacting you should you omit this critical reference.

NB the Payment Reference Number is on the Payments List – this may have been allocated by Ozedi Direct as part of the upload process if your contributions file did not include it. If your file did contain the PRN, then payments will be presented for each fund/PRN combination.

Cancelling a contribution run

If you have successfully uploaded a run with no errors but you decide not to proceed, then cancel the run to ensure it is not accidently sent to the funds.

Handling Errors

If there are ANY ERRORS in any of the payments, then none of the payments may be processed. We suggest the following process:

  1. Display the errors for the payment as described above under Contribution Details and save the PDF
  2. Correct the errors in your payroll system and output the file again
  3. Upload the corrected file

Completing Processing

If there are no errors reported against any of the payments listed, then you may choose to do the following:  

  • Send to Funds – this sends all contribution remittances to the funds
  • Send to Amex  - this sends the contributions payment details to RewardPay for processing if you are registered as an American Express customer with RewardPay. NB the remittances will be automatically sent to the funds by Ozedi once your payment through Amex has been successfully processed.

Paying superannuation contributions by American Express

If you are an American Express customer, then you can register at www.RewardPay.com.au which will provide you with the customer number needed by Ozedi. Enter these details in the Settings section.

 When you have uploaded a contributions file, the Send to Amex button will be enabled. If there are no errors in your payments at Ozedi, then you can send the payments to Amex via this process. To authorise the payments to be made by American Express, you must log into the RewardPay portal and confirm your approval for the payments to be processed. There is a surcharge for this service and this is clearly shown on the screen at RewardPay.

Ozedi will display the Amex payment status at the Runs tab; ie “sent to Amex”, “waiting for approval”, “completed”. Once your approval for payment has been given, and Amex has transferred the money to the funds, Ozedi will automatically process the remittances to the funds. You can process the remittances manually beforehand if you wish to; however, you should allow 3 working days from your approval to receipt at the funds in case there are banking delays.

 
Receiving Responses

It can take several days for the super funds to process your remittances. The funds will send responses to you via the Ozedi portal. This can include the following:

  • Member numbers for new members
  • Errors in the data received

Ozedi Direct will send you an email when responses are received if you choose this option in Settings. You can then log onto the portal and display the responses against the Run Number.Otherwise you will need to check the portal for any responses received. 

 
History

The History tab provides access to your messages that have been sent and received. These are not grouped by run number and there are facilities to sort columns and filtering available to search for messages. 


Removing data from the portal

The Settings button allows you to nominate how long the SuperStream data is maintained at the Ozedi portal for inquiry purposes. The minimum is one month; this is because it can take several days for the funds to process your remittances and send responses through the SuperStream network. It is important that you check any responses received to prevent further errors in the next run.