DISBURSE VENDOR PAYMENTS#

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.

There is a separate section, Child Support Direct Deposit, that outlines the setup needed to use the ACH interface for direct payment to vendors for Child Support Payments.

Pay Component Setup Requirements#

The Define Pay Component (IPPC) screen determines which components are to be picked up by UPVEND.

On the Accts/Arrears tab, record the default Vendor number in the AP Vendor field. This vendor could be simply a ‘Dummy’ vendor if the same pay component is used for multiple vendors. In this situation, the vendor is entered in IPSN or in IPPH when the transaction is keyed.

This technique is often used for Child Support payments; otherwise a separate pay component would be required for each child support item.

Pay Component Rules Setup Requirements#

On the PC Rules tab, ‘Enter Vendor Code’ must be entered in the Reference field.

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#

1. Set up the preference in IMFN for the UPVEND function. Enter VENDOR MODULE in the Preference field and UPDISBV in the Value field.
2. Add a new batch and pay. Any existing pay headers that may have been processed through UPAUDT will not work properly.

Accounts Payable Vendors Lexicon#

The list of valid vendor numbers is stored 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 any interface file is required.

In IMLN, both the ‘Display Value’ and the ‘Meaning’ fields should contain the vendor name.

Vendor Payment Transactions#

Recurring AP transactions can either be entered on the Maintain Sundry Pay/Deductions (IPSN) screen, or entered individually as transactions in IPPH. The vendor number is supplied on the Line Info tab.

Vendor Payrolls#

All vendors MUST be in a separate payroll from any other employees. The payroll can share a check series with the regular payroll or use a separate series.

If vendors are paid on difference frequencies, then separate Vendor payrolls can be set up. In this situation, the vendors must be processed in separate execution of UPDISBV.

Vendor Units#

Within the Define Units IDUN screen, vendors must be set up in separate units from regular employees.
\For example, create a unit called 'Vendor'.

Vendor Groups#

Within the Define Groups IDGR screen, vendors must be set up in separate groups from regular employees.
\For example, create a group called 'Vendor'.

Vendor Job Codes#

Within the Define Jobs IDJB screen, vendors must be set up in separate jobs from regular employees.
\For example, create a job called 'Vendor'.

Vendor Department Codes #

Within the Define Departments IDDP screen, vendors must be set up in separate departments from regular employees.
\For example, create a department called 'Vendor'.

Vendor Location Codes#

Vendors must be set up in separate locations from regular employees.
\For example, create a location called 'Vendor'.

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.

Vendor Employee Records (IEHR)#

When UPDISBV is executed, vendors with a person code equal to the letter ‘V’ plus the vendor number are eligible to be processed. For example, if the vendor number id 200, then UPDISBV looks for an employee with the person code ‘V200’. If located, then a disbursement is created.

UPDISBV – Disburse Vendor Payments#

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.

Vendor Pay Period must be selected and all disbursement records and pays created will be in this pay period. All output from this process enters the vendor pay cycle as fully disbursed and is then ready for checks to be printed through UPSTUBVC and/or deposits to be processed through UPSTUBD.

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Report Parameters & Filters#

Report Parameters
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.
Sort Vendors By	Optional This field will allow you to determine the order in which the disbursements will be processed. For instance by destination, last name then first name. This sorting becomes the order that check numbers are assigned.
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.
Exception Level	Mandatory, Match, Multiple selections, LOV available. This field defines the exception level (report messages) required.
User Comment	Optional This field holds the user-supplied comment which will appear in the header of all pages of the report.

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 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.

Undisburse Vendor Payments#

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.

One or more pay runs can be handled in one execution of UPUNDISB.

Child Support ACH Direct Deposit#

This feature provides for the ability to pay Child Support deductions directly to the vendor (a recipient, for example, the child's mother), through the ACH interface in payroll. These vendors are set up in the same manner as any other vendor that receives direct payment through payroll.

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.

Child Support User Fields#

There are four user fields that can be added to the table P2K_PR_SUNDRY_LINES:

USER FIELD	OPTIONAL/MANDATORY
CS CASE IDENTIFIER	Optional
CS CASE NUMBER	Mandatory
CS MED INDICATOR	Optional
CS FIPS CODE	Optional

• The above User Fields must be set up on IMUF without underscores, ex. ‘CS CASE IDENTIFIER’
• Remember to refer to lexicon ‘X_YES_NO’ on the medical indicator, so that the value entered in IPSN can only be ‘Y’ or ‘N’.
• If these are set up without any data provided in IPSN, then the UPVEND process will use the correct defaults without any problem.
• 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

Sundry Entry for ACH Child Support Data#

Illustrated below is a sample Child Support payment that can be sent via ACH direct deposit.

Disbursement Addenda User Fields#

UPDISBV will insert the ACH ‘Addenda Information’ as a user field named ‘ACH ADDENDA DATA’ attached to the disbursement. It can be viewed with the ‘UDF’ button in IPDS. This user field does not have to be added manually since UPDISBV will create it automatically the first time it is needed. When UPDTB is executed to create the ACH interface file, an extra addenda record will be written if the above user field contains data. If the user field is empty, then the addenda record will not be created.

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

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Notes#

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