HOW TO... Use Auto Invoicing in OA Payroll

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1 PR-HT009 HOW TO... Date: 19 Dec 2011, rev. 05 Jan 2012, 15 Aug 2014 Document Version: 3.0 Earliest available version of COINS: COINS OA These notes are published as guidelines only. This How to Guide may contain recommendations about configuration changes. Your configuration will almost certainly vary from the examples given in this document. Any configuration changes should always be applied to a separate non-live environment first and tested to prove that the features work as you require. Should you have any difficulties with this please contact the COINS Support Center or your account representative to arrange for some COINS consultancy. Please note that you should not expect the Support team to conduct configuration changes for you. 2011, 2012, 2014 Construction Industry Solutions

2 CONTENTS 1 Purpose of this Document Configuration Payroll Parameters Other Parameters Purchase Orders Transaction Type Security Setup Supplier Setup Pay Calculations Setup Payroll Processing Validate Batches PL Analysis Report Post Payroll AP Payroll Remittances Report... 8 Construction Industry Solutions, 19 Dec 2011, rev. 15 Aug 2014, 15 Aug 2014 Page 2 of 8

3 1 Purpose of this Document This document describes how to implement automatic invoicing for Pay Calculations in the OA Payroll module. Once configured, Accounts Payable invoices are automatically created when payroll is posted. Construction Industry Solutions, 19 Dec 2011, rev. 15 Aug 2014, 15 Aug 2014 Page 3 of 8

4 2 Configuration 2.1 Payroll Parameters Several new parameters have been added to Payroll > Global Setup for use with Auto Invoicing in Payroll. These parameters are: PR / PR-DEFHCODE Complete the PR-DEFHCODE parameter if you are planning to put on hold the invoices created during the Payroll post when they are created. The Hold Code must be a valid Commercial Hold Code in Accounts Payable. Entering a hold reason is not required to create invoices during the Payroll post. PR / PR-GL-WAGECTRL Enter the GL Account to be used on the distribution line of the invoice in Accounts Payable. A control account is required to create invoices during the Payroll post. PR / PR-PL-DEPT Enter the Overhead Department as defined in the Procurement module and to be used on Supplier Invoices created during the Payroll post. Entering an Overhead Department is required to create invoices during the Payroll post. You therefore need to enter one of the following to this parameter: a currently existing Overhead Department; or a new Overhead Department. Before doing this, it is recommended that you first add the new Overhead Department to Procurement > Setup > Technical Information > Overhead Departments. Construction Industry Solutions, 19 Dec 2011, rev. 15 Aug 2014, 15 Aug 2014 Page 4 of 8

5 PR / PR-PL-TYPE Enter the Transaction Type, as defined in Accounts Payable, for the batch of invoices created during the Payroll post. A Transaction Type is required to create invoices during the Payroll post. You therefore need to enter one of the following to this parameter: a currently existing Transaction Type; or a new Transaction Type. Before doing this, it is recommended that you first add the new Transaction Type to Accounts Payable > Setup > Setup Maintenance > Transaction Types Maintenance. 2.2 Other Parameters Purchase Orders PO / NONPOTTS If your system is configured to require Purchase Order matching on AP Invoices, enter the AP Transaction types that do not require Purchase Orders. This list must contain the transaction type defined in Payroll parameter PR/PR-PL-TYPE. 2.3 Transaction Type Security Setup NOTE: If Transaction Type Security is in use, perform the steps in this section. If it is not in use, skip this section and go to Section 2.4. Before you can create Accounts Payable invoices, you must set up your User ID to allow you to use all Transaction Types. To do this: 1. Go to Accounts Payable > Setup > Setup Maintenance > Transaction Type Security. 2. Open your User ID. Construction Industry Solutions, 19 Dec 2011, rev. 15 Aug 2014, 15 Aug 2014 Page 5 of 8

6 3. Enter * in the Transaction types available to User field, as shown in the screen below. 2.4 Supplier Setup You need to create suppliers in Accounts Payable. Generally, these suppliers are Tax Exempt. Complete the Due Type and Number of Days accordingly, to ensure the invoices created during the post are easily selected for payment when due. Suppliers whose invoices are created during the Payroll post cannot require Purchase Orders. Invoices are not created for any supplier that is dormant. 2.5 Pay Calculations Setup When you associate a Pay Calculation with an employee, adding a supplier on the Remittance Info tab of Employee Maintenance > Pay Calc indicates that an AP Invoice will be created for this calculation. The Member ID field is used to hold the identifier used on the remittance. Examples of an Identifier are a docket number, case number, or account number. This field is not mandatory, but you will receive a warning that the field is incomplete (as shown below). The Employee Name is used as the member ID when the field is left empty. Construction Industry Solutions, 19 Dec 2011, rev. 15 Aug 2014, 15 Aug 2014 Page 6 of 8

7 2.6 Payroll Processing Validate Batches Payroll is processed as before. However, the Batch Validation process now looks at the elements of the invoices that are created during the payroll process, reports any problems with the invoices, and displays the problems on the report PL Analysis Report A new PL Analysis Report has been added to the Choose Action list of the PR Costing Workbench. This report provides you with a list of invoices that are created when the Payroll posts. It generally should be run immediately after Batch Validation, but can be run at any time. Construction Industry Solutions, 19 Dec 2011, rev. 15 Aug 2014, 15 Aug 2014 Page 7 of 8

8 2.6.3 Post Payroll When payroll is posted, an unposted invoice batch is created in Accounts Payable. You can view, edit, and post the invoices from Accounts Payable AP Payroll Remittances Report A new report, Payroll Remittances, has been added to the Accounts Payable Report Menu. This report is meant to be used as a remittance advice for checks generated for invoices created during the Payroll post. Construction Industry Solutions, 19 Dec 2011, rev. 15 Aug 2014, 15 Aug 2014 Page 8 of 8