ACCOUNTS PAYABLE VENDOR SET UP#
This following describes the set up and processes that provide the ability in Personality to handle payments to AP Vendors for selected employee deductions. Personality provides for the creation of an ‘Interface File’ for input to an external accounts payable system. Personality also provides for the ability to print checks for vendors with the same program that prints the regular employee checks. The choice to interface, or print a check is at the vendor level.After the regular pay cycle is closed and disbursed, the UPVEND process is executed to print a report of the AP items processed. Records are created in an output file or ‘Disbursement’ records are created for subsequent ‘Check Printing’.
PAY COMPONENTS#
The Define Pay Components (IPPC) form determines which components are to be picked up by UPVEND.The ‘Reference' field determines if a pay component should be interfaced to accounts payable.
If ‘Enter Vendor Code’ is chosen, then a Vendor Number MAY be supplied on any transaction for the pay component.
On the ‘Accts/Arrears’ tab, record the default Vendor Number. If this is left blank, then the UPVEND will NOT process the PC and report it a vendor. The Vendor number is selected from the X_AP_VENDORS lexicon.
On the PC Details Rules tab, pay components that are to be picked up for accounts payable must have a ‘PC Detail Type’ of ‘Computed Value’.
Also, as with any pay component, there can only be one ‘Computed Value’.
LEXICONS#
The IMLN Maintain Lexicon form is used to store the list of valid vendor numbers in a ‘User Defined’ lexicon with the lexicon name X_AP_VENDORS. These vendor numbers must be the exact vendor number to be passed to the external accounts payable system when the interface file is created.This list should contain only those vendors that will be used in Personality, and not the entire list of AP vendors.
Both the ‘Display Value’ and the ‘Meaning’ should contain the vendor name.
USER FIELDS#
The ‘POSTED UPVEND’ user field must be set up in the Define User Fields (IMUF) form. The user field must be attached to the table P2K_PR_PAY_HEADERS.The user field ‘UPVEND DESCRIPTION’ must also be set up and attached to the table P2K_PR_SUNDRY_LINES, if you require access to the variable (Sundry Description). This could be used for any piece of information (such as Case Number) and is entered in the normal manner via the ‘User Field’ button.
TRANSACTIONS#
Recurring AP transaction can be entered on the Sundry screen (IPSN) or entered individually as transactions in IPPH. The vendor number is supplied on the ‘Line Info’ tab.If you choose to pay vendors using Personality, then you will need a ‘Vendor Check’ written to support UPSTUBVCW (Print Vendor Check). To pay vendors within Personality set up the vendor as an ‘Employee’ use ‘V’ plus the vendor number as the person code.
- Pay Header/Transactions - IPPH
Normally AP transactions will be entered as sundry deductions, but like any other sundry item, they can also be entered directly as transactions.
PRINTING VENDOR CHECKS OR DIRECT DEPOSITS#
Personality can be used to print a check or create a direct deposit for a vendor by setting up the vendor as an employee.If printing vendor checks or creating a direct deposit, then you must set up a separate:
- Payroll
- The payroll can share a check series with the regular payroll, or use a separate series. The pay calendar of this payroll must be the same as the pay calendar of the employees.
- When UPVEND is executed, it uses the pay calendar.
- Unit
- Group
- Job
- Location
- Department
When UPVEND is executed, Personality decides whether a vendor is written to the output flat file, OR creates a disbursement record for check printing OR creates a direct deposit.
This decision is made by looking for an employee with a ‘Person Code’ equal to the letter ‘V’ plus the vendor number.
- For example, if the vendor number is 45576, then UPVEND looks for an employee with the person code ‘V45576’. If located, then a disbursement is created.
Ensure that if sequencing is on for ‘Person Code’ in IMCS, that you allow for manual entry.
NOTE: UPSTUBVCW must be used for NG 5.00+. UPSTUBCW will work for 4.11/4.50 for vendor checks.
INTERFACE FORMAT - AP INTERFACE#
If not already defined in the Interface Formats Definition (IDIF) form, load the standard interface file format using the starter_idif_hl$ap.sql script.Modify the standard UPVEND file to bank requirements using the IDIF function. Rename the code from HL$UPVEND or HL$AP to a user-defined code.
The following is a sample of a file that could be created from UPVEND.
| Record | Field | Start Position | Ending Position | Name | Variable Number | Notes |
|---|---|---|---|---|---|---|
| 1 | 1 | 1 | 1 | Record Type | Constant Value = 1 | |
| 1 | 2 | 2 | 26 | Invoice Number | Invoice Number | A combination field of 'eP plus the EE number plus the Pay Number' |
| 1 | 3 | 27 | 56 | Set of Books Name | Enter in Constant Value | |
| 1 | 4 | 57 | 67 | Accounting Date | Accounting Date | Accounting Date from UPAP |
| 1 | 5 | 68 | 78 | Invoice Date | Invoice Date | Pay Issue date from IPPH for transaction |
| 1 | 6 | 79 | 108 | Description of Invoice | Enter in Constant Value | |
| 1 | 7 | 109 | 128 | Invoice Amount | Invoice Amount | Amount from IPPH for transaction |
| 1 | 8 | 129 | 178 | AP Code Combination | AP Distribution Mask | AP Liability Distribution Code from UPAP |
| 1 | 9 | 179 | 208 | Vendor Number | Vendor Number | Vendor Number from IPPH Reference field |
| 1 | 10 | 209 | 238 | Vendor Site Name | Enter in Constant Value | |
| 2 | 1 | 1 | 1 | Record Type | Constant Value = 2 | |
| 2 | 2 | 2 | 26 | Invoice Number | A combination field of 'eP plus the EE number plus the Pay Number' | |
| 2 | 3 | 27 | 36 | Line Number | Constant Value = 1 | |
| 2 | 4 | 37 | 66 | Set of Books Name | Enter in Constant Value | |
| 2 | 5 | 67 | 86 | Amount | Invoice Amount | Amount from IPPH for transaction |
| 2 | 6 | 87 | 116 | Line Description | Line Description | Pay Component and Description |
| 2 | 7 | 117 | 126 | Currency Code | Enter in Constant Value | |
| 2 | 8 | 127 | 136 | Line Type | Enter in Constant Value | |
| 2 | 9 | 137 | 186 | Expense Code Combination | Distribution code for transaction | |
| 2 | 10 | 187 | 199 | Pay Period Begin Date | Period Begin Date | Pay Period Begin Date from IPPH |
| 2 | 11 | 200 | 212 | Pay Period End Date | Period End Date | Pay Period End Date from IPPH |
| 2 | 12 | 213 | 218 | Fiscal Period | Fiscal Period | Fiscal Period from IDCL of the Pay Period End Date |
| 2 | 13 | 219 | 231 | Fiscal Period Begin Date | Fiscal Period Begin | Fiscal Begin Date from IDCL for Fiscal Period |
| 2 | 14 | 232 | 244 | Fiscal Period End Date | Fiscal Period End | Fiscal End Date from IDCL for Fiscal Period |
| 2 | 15 | 245 | 257 | System Date | System Date | Date on server when the update is run |
| 2 | 16 | 258 | 263 | Pay Period | Pay Period | Pay Period from IPPH |
PROCESSING ACCOUNTS PAYABLE USING UPVEND#
The UPVEND function is run to create an Accounts Payable (AP) interface file. This can only be launched after all pay runs for the given payroll period are closed (UPCLOZ). This function provides a detailed list of all AP invoices to be exported to an interface file named in this function.The following setup determines if the UPVEND will report a deduction:
- All PCs that are to be processed by UPVEND must have on the IPPC – PC DETAILS tab, the REFERENCE set to ‘Enter Vendor Code’ and on the ACCT/ARREARS tab, the AP VENDOR must contain a Vendor name.
- Pay Amounts to be sent to a Vendor that are created by Non-Sundry (Benefits, UserCalcs, etc.) will get processed by UPVEND and sent to the AP Vendor that is setup on the PC.
- Sundry amounts that are to be processed by UPVEND must have the PC setup as described in Point 1 above, as well as have a Vendor code entered in the Reference field on the IPSN record. If the IPSN does not have a Vendor, it is considered to be an adjustment for the employee and will not be processed by UPVEND.
- If there is no Vendor entered on the IPPC (in the AP Vendor field) for a Pay Amount or Sundry, it will not be processed by UPVEND.
When pay transactions are processed by this function, they will have a user field named ‘POSTED UPVEND’ attached to the pay header. This will prevent the transaction from being picked up again in future executions.
When using Personality to create checks versus sending the information into an Accounts Payable system, the UPVEND process does not create any additional General Ledger journal entries. The journal entries must be created by the Payroll General Ledger interface program (UPGL).
You must set up the proper accounting entries on the pay components directly through IPPC. Instead of crediting the amount to a liability account, the amount will be credited directly to the cash/bank account. There will not be an in/out entry in the liability.
- Example:
| DR | CR | |
|---|---|---|
| Gross Wages | $500.00 | |
| Taxes | $150.00 | |
| Cash/Bank | $350.00 |
Typically, the taxes would be credited to a liability account. Once paid through the financial system, the entry would be debited to the liability account and credit the cash/bank account.
When using UPVEND, the liability is 'cleared' right away. Therefore, the client would not send the taxes to a liability account, the amount would be posted directly to the Cash/Bank account.
| DR | CR | |
|---|---|---|
| Gross Wages | $500.00 | |
| Cash/Bank (Taxes) | $150.00 | |
| Cash/Bank | $350.00 |
The Transaction Audit (UPAUDT) report will print the vendor number and vendor name on transactions that have the Vendor/Reference field completed on IPSN or IPPH.
The pay category and pay period are required ONLY if disbursements will be created for vendor checks. This process will direct each vendor either to the output flat file or to a disbursement record.
A disbursement is created to print a check for the total of the vendor on the output report.
A pay header is also created and marked as closed and posted to the GL.
The pay issue date for any vendor checks created is entered as a report parameter.
Checks can be printed for AP Vendors by executing UPSTUBC immediately after UPVEND. If a custom vendor check has been designed UPSTUBVCW would be executed instead of UPSTUBC immediately after UPVEND.
If the client does not use UPSTUBC/UPSTUBD, then they can create an interface file to their check program in the same way that they print checks for employees. This is normally done with Generate Disbursement Interface File (UPDIF) function.
The parameter “Payroll” refers to the payroll that was paid and disbursed which includes the EE payroll form where the vendor deductions are taken, not the actual vendor payroll.
Undo A Vendor Run#
If an entire vendor run needs to be backed out, then it must first be undone to be able to rerun UPVEND. The vendor run may be undone through the UPUNVEND form.Everything updated by the original execution of UPVEND will be backed out with the exception of check numbers. Any check number used up in the ‘Check Form Range’ will not be released. This is a security check, since the original UPVEND could be using numbers already in the past.
