COINS OA for Australian Payroll Suppliers can have payments processed via Accounts Payable this is standard SureStart process. Payroll will use the payroll clearing account for posting entries. This Document will outline the setup and the accounting results of payroll suppliers paid via AP.

Accounts Payable > Configuration > PL Configuration

Analysis sets give you a way to set up additional fields on a record, which allow you to filter reports and enquiries, and arrange the information in a sequence other than the standard sequence. Define up to four ‘Analysis Sets’ for Suppliers.

Accounts Payable > Configuration > PL Configuration

Analysis sets give you a way to set up additional fields on a record, which allow you to filter reports and enquiries, and arrange the information in a sequence other than the standard sequence. Define up to four ‘Analysis Sets’ for Suppliers.

Ensure all Payroll Suppliers have been defined in Accounts Payable. Suppliers should have a payment method of EFT for payments to be processed via AP.

Accounts Payable > Suppliers > Suppliers

Against each supplier, define analysis set values. This will allow for better filtering.

For each supplier set up GL control account through which the total invoiced and payment values for Accounts Payable transactions involving the supplier are passed.

This will allow for the supplier to use a separate control account rather than the Accounts Payable control account defined in PL Configuration.

Accounts Payable > Configuration > PL Configuration

All superfunds are defined in the lookup table “Superannuation”. These are then linked to the supplier to generate one invoice for all superfunds for payments to the Clearing House.

If superfunds are to be paid to a separate supplier, you must link the these funds to the different supplier.

Payroll > Global Setup > Lookup Codes

Select ‘Lookup Type’ and create a new record for Code of ‘SUPERFUND’.

Once a superannuation record is attached to and employee.

Employee Maintenance > Pay Calculations Tab.

The supplier will default from the Lookup table into the employee record, however this can be changed on the record and will override the Lookup table.

Payroll > Global Setup > Pay Items

Pay Items hold information on how payroll costs incurred will be posted to Contract Status and the GL. Both Debits and Credits will be determined here.

When the costing workbench has been posted all payroll generated invoices will Debit the Payroll Control Account that is assigned to payroll global parameter.

Assign the control account to create the Credit entry to the payroll control account for all pay items that will be processed via Accounts payable.

Once suppliers have been defined and the Pay Items updated, assign the supplier code to the relevant Pay Calculation.

PAYG supplier attached in:

Payroll > Company Setup > Oncost % Configuration > Federal Tab

When a timesheet is generated for an employee, the supplier attached to the Pay Calc will default through for payment.

Payroll > pay frequency > costing workbench

When payroll costing workbench has been posted it will automatically create invoices for payment.

Provides a detailed view of a list of invoices created when the payroll posts.

Provides a detail breakdown of all costs associated with a payroll run.

This is the no return in Payroll. Once the costing workbench has been posted there is not return to make any adjustment other then via payroll process of reversal or adjustment.

NOTE:

The posting reports generated from posting the payroll will depend on the CO parameter BATCHDM, if set to Y will generate a few GL posting report outputs. If set to N will only generate Post Payroll cost batch.

This report displays GL postings including the GL Batch Number eg 000013

This report displays GL postings for Cash Book transactions Batch Number 000014

Accounts Payable > Invoices > Enter Invoices

Invoice batches are automatically created when the payroll Costing Workbench is posted. E.g super funds and ATO

Default description contains ‘P/R Invoice Batch xx’ where xx is the costing work bench batch number.

NOTE:

Apply filters to display P/R invoices for easier selection.

Open Batch Number Hyperlink.

On the ‘Invoices’ Tab all the invoices generated from the costing workbench will be displayed with supplier account and amount.

NOTE:

Total of the invoice should reconcile to the PR/Costing Workbench PL Analysis Report

To confirm that the correct batch has been selected, on the ‘Batch’ Tab hover the mouse over the ‘Source Batch’ field and it should display ‘PR Batches – Weekly Costing Batch’

Open the ‘Source Batch’ Hyperlink and he ‘GL Batch and Cash Book Batch’ numbers should match the costing workbench batch numbers.

Return to ‘Enter Invoice’ form and select ‘Batch Number’ for posting.

Once selected use Action to ‘POST’

Invoice now will have Status of ‘Posted’

This should return a status of successful

NOTE:

The posting reports generated from posting an invoice will depend on the CO parameter BATCHDM, if set to Y will generate a AP and GL posting report output

Accounts Payable > Invoices > Approve Invoices by Entry Batch

‘Approve Invoices by Entry Batch’ allows you to put invoices on hold or approve them for payment. The screen shows a list of invoices (sorted by the batch in which each invoice was entered). Invoices need approval before payment.

NOTE:

Approve Invoices by Supplier is another option.

Depending on Parameters defined in Payroll and Accounts Payable, invoices may not be on hold and therefore ready for payment.

Parameters to consider (surestart setting):

Payroll: PR-PL-DEPT = Pay

PR-PL-TYPE = PINN

PR-DEFHCODE = PAY

Accounts Payable: DEFHOLD = N

DEFHCODE = PEN

PAYHOLD = N

Find and select invoice batch number e.g 000002

Select the Action ‘Release from Commercial Hold’

The commercial hold code will disappear.

Invoices are now ready for payment

Superannuation invoices must be paid before the super data file can pick up information for the clearing-house reporting.

Accounts Payable > Payments > Select/Deselect Invoice (Batch)

On the ‘Main’ Tab use, ‘Select’ function to select invoices for payment that match the specified criteria.

Enter Selection criteria. The ‘selection date’ is date on which selection of invoices is based. Invoices with a due date, invoice date or discount date on or before this date will be selected for payment (depending on the value in the Select By Field).

On the ‘Supplier Selection’, use the analysis sets to only select invoices assigned to PAY - payroll

New batch created with a status of ‘Unfrozen’

Click on Batch number hyperlink

Only suppliers had the payroll analysis set will be in the Batch for payment

If no further invoices need to be added to payment batch, mark batch as ‘Frozen’ using the action freeze payments.

Recommend completing the action to ‘Print Payment List’ before Posting Payment Batch.

Accounts Payable > Payments > Create EFT

If suppliers have payment method being ‘EFT, they will appear here.

If suppliers have ‘cheque’ defined as default payment method, then the process to create Cheques/Remittances will need to be considered.

Open Hyperlink for batch number

Select the form.

The EFT file will be generated and found in ‘My Files’. However if shared folders have been set up for Accounts Payable then the EFT file maybe in a shared folder.

Accounts Payable > Payments > Print EFT Remittances

Open Hyperlink for batch number

Select the form.

Accounts Payable > Payments > Payment batches

Select batch from listing and using the Action ‘Post Payment batches’.

Batch Status changes to ‘Posted’

When you open the Batch number hyperlink it will display the GL and Cash Book batch numbers the payment posting has generated.

Transaction for the payment batch will have a stage status ‘Posted’

NOTE:

The posting reports generated from posting a payment will depend on the CO parameter BATCHDM, if set to Y will create all 3 posting reports if set to No will only generate AP Payment Posting report

Posting the payment will generate several reports:

AP Batch number is the Invoice batch number

GL posting batch resulting from the posting of the invoices.

General ledger > Enquiries > Account Enquiries

Once Invoices have been posted, in payroll control account you will see the transactions.

The invoices have created a Debit in the Control Account.

Review Account enquiry that has been assigned to a supplier eg Super 10.7G03.TTL

Once the invoices are still to be paid the account is Debit. The Txn Type shows payment from PL.

Accounts Payable > Reports > Invoice Reports > Open Item Detail Report – Current

Using the Supplier Selection criteria for Payroll, run the report to show invoices still waiting to be paid. (Invoice does need to be posted.)

Once the invoices have been processed in AP for payment a number of reports will be generated.

GL > Reports > Period Processing Reports > Control Accounts

Reports unpaid invoices.

Select AP Ledger