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DISBURSE VENDOR PAYMENTS#

Wiki 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.

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.
UPDISBV_01.JPG

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_02.JPG

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
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. This is used as an 'Up To' pay period and will pick up any prior period pays that have not yet been posted.
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.
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.
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.

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.

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 INFO	Optional
CS CASE NUMBER	Mandatory
CS MED INDICATOR	Optional
CS FIPS CODE	Optional

• 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.

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.

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Notes#

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