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Description: In In this topic you , the user will learn how to configure and manage vendor payments . Vendor Payments are a function that allows the ability to submit payments which allow payments to be submitted to approved vendors, per a client’s client authorization.
Role Required:Superuser Super User
Permission Required: Funding Source Admin, Vendor Admin
Mode: FI
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Allow Vendor Payments on Service Codes
Vendor Payments payments can only be created for dollar-based hourly for dollar-based hourly service codes that allow them, or as a separate Vendor Account Type vendor account type service code. The Vendor Service Code The vendor service code would be used in situations where the authorization is separate from another service. If a Vendor Service Code vendor service code is created, users will need to must create a Vendor Funding Account vendor funding account and authorization rather than utilize an Hourly Funding Account and Authorizationutilizing an hourly funding account and authorization.
Create a
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Dollar-Based Hourly Service Code that Allows Vendor Payments
Log in
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Login with appropriate profile
Click Settings from the main menu
Click Funding Sources from the sub menu
Locate and open the Funding Source
Click Actions and then Add New Service Code
Complete the Add New Service Code form wizard as usual, but include the following Criteria
If Account Type is Hourly, the Funding Type must be Dollars
Click YesClick Settings on the main menu
Click Funding Sources on the submenu
Use the filters to search for the funding source and click Search
Click on the funding source row to open the details page
Click Actions
Select New Service Code from the drop-down menu
Complete the Add New Service Code form wizard. Include the following criteria:
for the Allow Vendor Payments fieldIf Allow Vendor Payments field does not display, either the Account Type or Funding Type is incorrect.
If Account Type is Hourly, the Funding Type must be Dollars.
Click Yes for the Allow Vendor Payments field
Click Save Save, thenand Yes on the confirmation window. to confirm
Allow
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Vendor Payments on an
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Existing Service Code
Log in
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Login with appropriate profile
Click Settings from the main menu
Click Funding Sources from the sub menu
Locate and open the Funding Source
Scroll down and click anywhere in the Service Code row to open details page
Click Actions and then Edit Service Code
Change radio button for Allow Vendor Payments to Yes
Click Settings on the main menu
Click Funding Sources on the submenu
Use the filters to search for the funding source and click Search
Click on the funding source row to open the details page
Scroll down and click on the service code row to open the details page
Click Actions
Select Edit Service Code from the drop-down menu
Change the radio button for Allow Vendor Payments to Yes
The field will only be available if the funding type is Field will only be available if Funding Type is Dollars. If the field is not available, Vendor Payments can not vendor payments cannot be added to this service and a . A separate vendor service code must be created.
Click Save, then Yes on the confirmation window Save and Yes to confirm
Create a Vendor Service Code
Login Log in with appropriate profile
Click Settings from the main menu
Click Funding Sources from the sub menu
Locate and open the Funding Source
Click Actions and then Add New Service Code
Complete the Add New Service Code form wizard as usual, but include the following Criteria
Click Vendor in Account Type dropdown
Click Settings on the main menu
Click Funding Sources on the submenu
Use the filters to search for the funding source and click Search
Click on the funding source row to open the details page
Click Actions
Select New Service Code from the drop-down menu
Complete the Add New Service Code form wizard. Include the following criteria:
In the Account Type drop-down, select Vendor.
Click Save and Yes to confirmClick Save, then Yes on the confirmation window
Create Vendor Profile
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Vendor Profiles are created in order to process invoices for vendors. They Vendors do not have the ability to login log in and are not sent a confirmation email when the profile is created.
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Login with appropriate profile.
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Click Vendors from the sub menu
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Complete the Wizard
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Click Save, then Yes on the confirmation window.
NOTE: Multiple vendor profiles can may be created at one time using the Import Module. Please view the Import File Formats guide for details.
View/Edit Vendor Profile
import module.
Log in Login with appropriate profile.
Select Vendors from the sub menu
Use filters to specify search criteria and click Search.
Click anywhere in the Vendor row to open the details page.
To edit Vendor details, click Actions and then Edit Vendor
Make desired changes
Click Save, then Yes on the confirmation window.
Click Home on the main menu
Click Vendors on the submenu
Click Actions
Select Add New Vendor from the drop-down menu
Complete the Add New Vendor form wizard
Click Save and Yes to confirm
View/Edit Vendor Profile
Users with the employer role can view vendor profiles NOTE: Users with Employer Role can view Vendor Profiles, but cannot add or edit profiles.
Create Vendor Service Account
Login Log in with appropriate profile.
Click Vendors from the sub menuHome on the main menu
Select Vendors from the submenu
Use the filters to locate the vendor and click SearchUse filters to specify search criteria and click Search.
Click anywhere in the Vendor vendor row to open the details page.
Click Click Actions and then New Vendor Service Account*
Complete the Wizard
Vendor Name (required)
Account Type (required)
Vendor: select if authorization is for a Vendor Service Code
Hourly: select if authorization if for an Hourly Service Code that allows vendor payments
Client (Required)
Service Code (Required)
Funding Source (Required)
Cost Center (required)
Account Reference (optional)
Status (required)
Click Save, then Yes on the confirmation window.
Select Edit Vendor from the drop-down menu
Make desired changes
Click Save and Yes to confirm
Create Vendor Service Account
The system will *The system will also automatically create a vendor service account the first time a Vendor Payment Entry vendor payment entry is created. This allows employers to create an entry when they need toneeded, even if an admin user has not had a chance to create created the service account yet. NOTE: Multiple vendor service accounts can may be created at one time using the Import Module. Please view the Import File Formats guide for details.import module.
Log in with appropriate profile
Click Home on the main menu
Select Vendors from the submenu
Use the filters to locate the vendor and click Search
Click anywhere in the vendor row to open the details page
Click Actions
Select New Vendor Service Account
Complete the Add New Service Account form wizard noting the following:
Vendor - Select if authorization is for a vendor service code
Hourly - Select if authorization is for an hourly service code that allows vendor payments
Account Type
Account Reference field is optional
Click Save and Yes to confirm
View/Edit Vendor Service Account
Users with the employer role can view vendor profiles but cannot add or edit.
Log in Login with appropriate profile.
SelectClick VendorsHome from on the sub menu.main menu
Select Vendors from the submenu
Use the filters to specify search criteria and click Search.locate the vendor and click Search
Click anywhere in the Vendor vendor row to open the details page.
Scroll down and click the Accounts tab.click on the Accounts tab
Click anywhere in the desired row to open the service account details page.To edit the account, click Actions and then Edit Account.
Click Actions
Select Edit Account from the drop-down menu
Make desired changes.
Click Save, then Yes on the confirmation window.
NOTE: Users with Employer Role can view Vendor Profiles, but cannot add or edit profiles.
Save and Yes to confirm
Create Vendor Payment Entries
Login Log in with appropriate profile.
Click VendorsHome from on the sub menu.main menu
Select Vendors from the submenu
Use the filters to specify search criteria and click Search.locate the vendor and click Search
Click anywhere in the Vendor vendor row to open the details page.
Click Actions
Select Click Actions and then New Vendor Payment Entry. from the drop-down menu
Complete the Wizard
Account Type will either be the Add New Vendor Payment Entry form wizard noting the following:
- Entry Type (required): Defaults to Vendor Payment
Account type (required): Either Hourly or Vendor depending on
Service Codethe service code
- Client
name - (required): Type and select the client name
- Service
code - Code (required): Select Vendor from the drop-down
Account Reference (optional): Payroll engine employer account ID
Dollar Amount
(required)
enter the total : Total amount for the invoice for all dates of service
.- Invoice Number
- (required): Enter the invoice number
- Vendor Payment Reference
Fields - 1-5 (optional): Available reference fields for additional information
Dates of Service(s)
is required. This may be (required): Use for one
date or multiple dates. Enter the date and the amount for that date
and then click . Click the blue
Plus plus sign (+)
button.*This may be repeated for multiple dates
The total to add dates. The sum of the dates of service field entries should match the
dollar amount in step eDollar Amount field.
Notes (optional)
Attach an invoice - Invoice Attachment (required): Click the Choose Files button to select and upload the invoice
- Click Save
- and Yes to confirm
*The system will create one parent entry for the original Vendor Payment Request vendor payment request in cancelled status, and one child entry for each date of service listed on the parent entry. These The child entries will be in pending status and must be approved by a Vendor Admin vendor admin before being processed through payroll or billing.
Approve/Reject Pending Vendor Payment Entries
Login Log in with appropriate profile.
Click Home on the main menu
Select Pending Vendor Payment Entries from the sub menu from the submenu
Use the filters to specify search criteria and click Search.
Select A to approve or R to reject.
locate the vendor and click Search
Select A to approve or the red R to reject the entry
Click Users can also click anywhere in the row to open the details page and approve/reject via Actions menu; this can the Actions drop-down. This may also be accessed from the Entries Table entries tab on the Client or Vendor Details Pageclient or vendor details page.
Click Save on the confirmation window.Click Yes to confirm
Edit/Cancel Approved Vendor Payment Entries
Login Log in with appropriate profile.
Select Clients or Vendors from the sub menu
Click Home on the main menu
Select Clients or Vendors from the submenu
Use the filters to locate the client or vendor and click SearchUse filters to specify search criteria and click Search.
Click anywhere in the vendor or client row to open the profile details page.
Use the search filters in the Entries table entries tab to find locate the desired entry.
Click anywhere in the row to open the entry details page.Click Actions, then
Click Actions
Select Edit Entry (or select Cancel Entry
Complete the entry wizard.
and click Yes to confirm) from the drop-down menu
Make desired changes
Click Save and Yes to confirmClick Save, then Yes on the confirmation window.
Please note that a compensating entry will be created, as well as the new corrected entry (if editing the entry). The entry/entries will need to (ies) must be approved to cancel out the original.
Approved Vendor Payment Entries can vendor payment entries may be processed through Payroll payroll and Billing billing batches just as punch entries are.
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