This page (revision-73) was last changed on 29-Sep-2022 11:27 by Lilia Urtan

This page was created on 26-Nov-2021 10:22 by JMyers

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UPDISBV
UPDISBV

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[{$applicationname}] handles payments to Accounts Payable vendors for selected employee deductions. This process extracts from closed employee pays and populates the disbursement tables so that individual vendors can be paid. Vendors reside in a separate ‘Payroll Code’ and can be paid in a separate pay cycle from regular employees. Vendor payments may also be extracted for payment in some other supporting system. This capability is of course unique in each situation. This process describes how vendor payments are placed into the disbursement tables and not how they are actually paid.
Personality handles payments to Accounts Payable vendors for selected employee deductions. This process extracts from closed employee pays and populates the disbursement tables so that individual vendors can be paid. Vendors reside in a separate ‘Payroll Code’ and can be paid in a separate pay cycle from regular employees. Vendor payments may also be extracted for payment in some other supporting system. This capability is of course unique in each situation. This process describes how vendor payments are placed into the disbursement tables and not how they are actually paid.
\\Note: All converted pay headers/pay lines should be stamped as posted otherwise the first UPDISBV that is generated will take a considerable amount of time.
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!!!PREFERENCE REQUIRED FOR UPDISBV
UPAUDT ensures that all Vendor Items have the PPL reference Indo column populated with the Vendor Code.
The VENDOR MODULE preference must be set up on IMFN for the UPDISBV function. The valid values are UPVEND and UPDISBV.
* A value of UPDISBV will result in UPAUDT __NOT__ populating the Vendor Code lines.
* A value of UPVEND will result in UPAUDT populating the Vendor Code on the pay lines in IPPH.
* If the preference is not defined, UPAUDT will update the pay lines with a Vendor Code.
Clients who use UPDISBV __MUST__ define this preference with a value of UPDISBV so the Vendor Code is not populated on the pay lines. Failing to do so will cause UPDISBV not to function properly.
!!Set Up Instructions
# Set up the preference in IMFN for the UPVEND function. Enter VENDOR MODULE in the Preference field and UPDISBV in the Value field.
# Add a new batch and pay. Any existing pay headers that may have been processed through UPAUDT will not work properly.
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[UPDISBV_01.JPG]
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!!Vendor Number
When a Pay Component for a Vendor who is paid for employee deductions entered in IPSN, the Actual Vendor Number is entered in the IPSN form and NOT in IPPC. If the Vendor Number is entered in both places, the vendor will get paid twice. The ONLY time a Vendor should be supplied in IPPC is for Vendors that are paid for deductions calculated in UPCALC. These would typically be for Benefit carriers and tax remittances. UPDISBV will not list these Setup Errors and Terminated so that Vendors are not overpaid. IPPC Setup will need to be corrected before UPDISBV will continue. To clarify, The Vendor can be supplied in IPPC OR in IPSN and NOT both places.\\When UPDISBV launches it goes through some Setup integrity checks and will terminate prematurely if it finds erronious setup situations like this.
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[UPDISBV_02.JPG]
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All vendors must be in a separate payroll from regular employees. Multiple vendor payrolls can be used if vendors are paid on a different cycle. Vendors can be individually selected for processing, or all can be processed in a single execution.
All vendors must be in a separate payroll from regular employees. Multiple vendor payrolls can be used if vendors are paid on a different cycle. Vendors can be individually selected for processing or all can be processed in a single execution.
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|Vendor Entity|Mandatory\\This field allows you identify the entity for which you wish to disburse a pay.
|Vendor Payroll|Mandatory\\This field allows you identify the payroll for which you wish to disburse a pay.
|Vendor Pay Period|Mandatory\\This field allows you identify the pay period for which you wish to disburse a pay.
|Vendor Pay Category|Mandatory\\This field allows you identify the pay period for which you wish to disburse a pay.
|IPPH Deductions|Optional\\If YES, [IPPH] deductions will be included in the pay disbursement.
|UPCALC Deductions|Optional\\If YES, [UPCALC] deductions will be included in the pay disbursement.
|Entity|Mandatory\\This field allows you identify the entity for which you wish to disburse a pay. This is used to filter the PPH records.
|Pay Run Number| Optional, Multiple, LOV Available, \\The pay run number of the pays to be selected. Multiple pay run numbers are allowed.
|Pay Issued From Date|Optional, Date, LOV Available \\The earliest issue date that will be used to determine which transactions to report.
|Pay Issued To Date|Optional, Date, LOV Available \\The latest issue date that will be used to determine which transactions to report.
|Vendor Entity|Optional\\This field allows you identify the Vendor entity for which you wish to disburse a pay. A warning message will be issued by the program if this field is not entered.
|Vendor Payroll|Optional\\This field allows you identify the Vendor payroll for which you wish to disburse a pay. A warning message will be issued by the program if this field is not entered.
|Vendor Pay Period|Optional\\This field allows you identify the pay period for which you wish to disburse a pay.\\This is used as an 'Up To' pay period and will pick up any prior period pays that have not yet been posted. A warning message will be issued by the program if this field is not entered.
|Vendor Pay Category|Mandatory\\This field allows you identify the pay period for which you wish to disburse a pay. A warning message will be issued by the program if this field is not entered.
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|Trial|Optional\\If YES, the Posted UPVEND UDF (for pay header in IPPH) will remain as 'N'.
|*Generate AP Interface|\\This must be set to YES to generate a File.
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||Interface File Parameters (*must complete for Generate File)||
|Interface Code| Mandatory, LOV Available\\Only those reports of the format “AP Interface” will display. Choose from the report \\formats created. The format “HL$AP” has been provided as a sample, but should \\be copied, and the copy edited, by the client before running this report. The report \\definition selected will determine the format of the output file (if any), as well as the \\columnar content of the report.
|Interface Directory| Mandatory, Text \\Must be a directory on the [data base server|DATA BASE SERVER] for which the current user (as signed onto the \\client’s network) has write capability. For example the entry ‘C:\TEMP’ accesses the \\‘TEMP’ directory on the server, not the local directory for the computer terminal \\being used.
|File Name| Mandatory, Text\\Enter the name of the file that will be created in the interface directory specified.
|File Format|Optional, Lexicon\\This field defines how the output file is to be formatted.
|Output Header/Trailer| Optional, Toggle\\If the file is to contain a header and trailer record then indicate ‘ON’.
|Accounting Date|Optional, Date, LOV Available\\The ‘Accounting' date will be printed on the report.
|Sum FILE by Vendor/PC |Optional, Toggle\\If the file is to be summarized by Vendor/PC this toggle must be ‘ON.’
|Pay Period Begin Date|Optional, Date, LOV Available\\The pay period begin date.
|Pay Period End Date|Optional, Date, LOV Available\\The pay period end date.
|AP Year (MH) \\ AP Year (MH)|These are customized fields.
|AP Period (MH) \\ AP Period (MH)|These are customized fields.
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In situations where UPDISBV has been executed and must be backed out, the Undisburse Vendor Payments ([UPUNDISB]) screen can be executed to ‘Undo’ the work from a previous execution of UPDISBV. [UPUNDISB] can also be used to undo executions of regular employee UPCALC executions.
In situations where UPDISBV has been executed and must be backed out, the Undisburse Vendor Payments ([UPUNDISB]) screen can be executed to __undo__ the work from a previous execution of UPDISBV. [UPUNDISB] can also be used to undo executions of regular employee [UPCALC] executions.
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In addition to the payment record, these particular direct deposits will have an ACH ‘Addenda Record’ sent along with the payment record. This event is triggered by the existence of any of the Child Support user fields listed below. The [UPDISBV] process therefore will not create this special addenda record unless the information needed is supplied in the [IPSN] form where the recurring deduction is maintained.
In addition to the payment record, these particular direct deposits will have an ACH ‘Addenda Record’ sent along with the payment record. This event is triggered by the existence of any of the Child Support user fields listed below. The [UPDISBV] process therefore will not create this special addenda record unless the information needed is supplied in the [IPSN] form where the recurring deduction is maintained.\\ \\
The UPDISBV report will show the Vendor and each payment with the associated ACH CHILD CARE ADDENDA field populated along with the amount for each employee. \\ \\
[{Image src='UPDISBV_ACHChildCare.jpg'}]
\\
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|[CS Case Info|CS CASE IDENTIFIER (UDF)|CS CASE IDENTIFIER (UDF)]|Optional
|[CS Case Number|CS CASE NUMBER (UDF)|CS CASE NUMBER (UDF)]|Mandatory
|[CS Med Indicator|CS MED INDICATOR (UDF)]|Optional
|[CS FIPS Code|CS FIPS CODE (UDF)]|Optional
|[CS CASE IDENTIFIER|CS CASE IDENTIFIER (UDF)|CS CASE IDENTIFIER (UDF)]|Optional
|[CS CASE NUMBER|CS CASE NUMBER (UDF)|CS CASE NUMBER (UDF)]|Mandatory
|[CS MED INDICATOR|CS MED INDICATOR (UDF)]|Optional
|[CS FIPS CODE|CS FIPS CODE (UDF)]|Optional
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*The above User Fields must be set up on IMUF without underscores, ex. ‘CS CASE IDENTIFIER’
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*The names of these user fields must be exactly as shown.
*The names of these user fields must be exactly as shown (in upper case).
*A Minimum of 'Case Identifier' and 'Case Number' is required to create an addenda record.
*An employee must be paid 100% by check to have an addenda record.
*Information in these User Fields will cause the UPDISBV to generate individual payments and show separately on the UPDISBV report
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!Addenda Layout
||ORDER||COMMENTS||CONTENT||Mandatory?||Field Type||Length
|1|Segment Identifier|DED|Y|ID|3
|2|Application Identifier|CS|Y|ID|2
|3|CS Case Identifier|XXXXXXXXX|Y|VARCHAR|1-20
|4|Pay Date|YYMMDD|Y|DATE|6
|5|Payment Amount|$$$$$$$$CC|Y|NUMBER|1-10
|6|Noncustodial Parent Social Security Number|XXXXXXXXX|Y|VARCHAR|9
|7|CS Medical Support Indicator|X|Y|VARCHAR|1
|8|Noncustodial Parent Name|XXXXXXXXXX|N|VARCHAR|1-10
|9|CS FIP Code|XXXXXXX|N|VARCHAR|5-7
|10|Employment Termination Indicator|X|N|VARCHAR|1
This page (revision-73) was last changed on 29-Sep-2022 11:27 by Lilia UrtanTop