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’.
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 vendor number must be entered on each appropriate transaction for this pay component. The 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’.
This list should contain only those vendors that will be used in Wiki, and not the entire list of AP vendors.
Both the ‘Display Value’ and the ‘Meaning’ should contain the vendor name.
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.
If you choose to pay vendors using Wiki, then you will need a ‘Vendor Check’ written to support UPSTUBVCW (Print Vendor Check). To pay vendors within Wiki set up the vendor as an ‘Employee’ use ‘V’ plus the vendor number as the person code.
Normally AP transactions will be entered as sundry deductions, but like any other sundry item, they can also be entered directly as transactions.
If printing vendor checks or creating a direct deposit, then you must set up a separate:
When UPVEND is executed, Wiki 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.
Ensure that if sequencing is on for ‘Person Code’ in IMCS, that you allow for manual entry.
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 |
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 eP 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.
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.
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.
Screen captures are meant to be indicative of the concept being presented and may not reflect the current screen design.
If you have any comments or questions please email the Wiki Editor
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