US Payroll - Generate AP Voucher

Overview

The Payroll module can automatically create Accounts Payable vouchers for taxes, benefits, and deductions. This functionality incorporates the remittance amount functionality mentioned in the taxes, benefits, and deductions setup screens.

Setup

Setting Company Level Defaults

When setting up a benefit or deduction, there are several requirements in order for AP Vouchers to be generated when processing a payroll.

For benefits and deductions, the pay group should be “NONE” and the payment type should be “LUMP SUM”. The master screen for the tax, benefit, or deduction must also have the ‘Create Voucher for Accounts Payable’ box checked. A vendor code and a unique remittance description that prints on the check should be entered.

If required, the option for creating a voucher can also be disabled at the company level in the Company Setup screen regardless of the setting in the Master screens. However, there is no separate company level setting for taxes related to creating AP vouchers.

Setting Employee Level Details

If required, remittance descriptions for benefits and deductions can be overridden at the employee level. The option to create AP Vouchers is set at the company level for benefits and deductions and at the system level for taxes.

When a company level item is applied to an employee, the Comment field can be changed, overriding the comments on the Company and Master screens.

Process Payroll

There is no change to processing Timesheets or Process Payroll options.

Create AP Vouchers

Pgm: PYCRAPVO – Generate AP Voucher; standard Treeview path: US Payroll > Processing > Generate AP Voucher

This screen can be used to generate the vouchers in Accounts Payable.

When the [Prepare Voucher] button is clicked, the system generates the AP vouchers. This includes creating the GL transactions to move the AP amounts from the payroll accumulation accounts to the AP current payables account. The vouchers are automatically prefixed with a “PY**” in front of a seven digit number.

If the employee check is voided and a voucher is created for the check, the system automatically creates a credit voucher for the same amount.

Company

Enter/select the company for which to generate vouchers.

Voucher Prepare By

Select when vouchers should be prepared. The system allows the choice from the following options:

• Pay Date Setup on Pay Period Screen

• Actual Posting Dates to GL/JC

• Pay Period

• Quarterly – Defined by Month on Pay Period Screen

Pay Run, Year

Enter/select the pay run and year for the AP vouchers being created.

From Period, To Period

Enter/select the starting and ending periods for the AP vouchers. If using the “Quarterly” option in the Voucher Prepare By field, these fields are not available.

Start Quarter, End Quarter

Enter/select the starting and ending quarters used for the calculations of AP Voucher amounts. These fields are only available when using the “Quarterly” option.

Starting Pay Date, Ending Pay Date

Enter/select the starting and ending posting dates if the “Actual Posting Date to GL/JC” option has been selected. These fields are populated with the entries in the From Period and To Period fields by default.

From Employee, To Employee

Enter/select the starting and ending employee. Enter the same code in both fields to only create AP vouchers for that employee.

From Vendor, To Vendor

Enter/select the starting and ending vendor. Enter the same code in both fields to only create AP vouchers for that vendor.

Create Voucher

Select the print order method for created vouchers from the drop-down menu.

Voucher Description

Enter the user description to be printed on the check. This is only relevant if “By Vendor With User Description and Without Comments” is chosen from the Create Voucher drop-down menu.

Posting Date

Enter/select the posting date for the transactions being created.

Journal

Enter/select the journal under which to code the transactions.

Preview Posting – Checkbox

Check this box to print the reports prior to generating the AP voucher.

Print Reports Immediately – Checkbox

Check this box to print posting reports immediately after posting.

If left blank, the posting report will not print after posting but can be printed later using the Print Posting Reports utility (standard Treeview path: US Payroll > Utilities > Print Posting Reports).

Delete Reports After Posting – Checkbox

Check this box to delete this posting report at the end of the posting process. Once deleted, the posting report can’t be posted at a later time.

[Prepare Voucher] – Button

Once all the information above has been entered, press this button to generate the AP voucher.