Document Format Groups 11.37 (UK Release 12.10).

Description

The concept of document format groups has been introduced to allow grouping of the document formats that act as the template for different documents that are generated and delivered when paying payees or invoicing clients.

For example, a document format group can be configured to group document formats for different pay related documents, such as a payslip format, an employer superannuation supplement format and an EOFY statement format. The document format group can then be assigned to a payee. When a payslip or payment summary is generated for the payee, the system refers to the assigned document format group to determine the appropriate document format that is to be used to generate the payslip or payment summary. Based on the other document format types that exist in the document format group, the system also generates any supplementary documents that are to be generated along with the payslip or payment summary.

Similarly, a document format group can be configured to group document formats for different billing related documents, such as an invoice/credit note format for each type of invoice and credit note that can be generated, and a document format for invoiced timesheets, which can be attached to each respective invoice.

Benefits

This enhancement facilitates the ability to deliver multiple types of documents when delivering payslips, payment summaries or invoices and allows the applicable document formats to be selected and managed in a single location within the system.

Document format groups can be created and managed under Maintenance > Document Format Groups > Format Group Maintenance > Format Group Entry screen, which is shown below.

The fields available when creating a new document format group or editing an existing document format group are listed and described in the table below.

Field	Description
Country	Name of the country to which the format group applies. This field is mandatory and is display-only once the format group has been used to generate documents.
Name	Name of the format group. This must be unique for the country to which the format group is assigned. This field is mandatory.
Active	If ticked, the format group is available to be assigned to records. If unticked, the format group cannot be assigned to records.
Group Type	Identifies whether the format group applies to pay or billing-related document formats. This field is mandatory and is display-only once the format group has been used to generate documents.
Payslip Format	Identifies the payslip format that is to be used for generation of payslips. This field is available if the group type is set to Pay, in which case it is mandatory to select an option in this field.
Employer Superannuation Supplement Format	Identifies the document format that will be used to generate the employer superannuation supplement. This field is available only if the group type is set to Pay and the format group is assigned to the country of Australia.
Deductible Service Fee Invoice Format	Identifies the document format that will be used to generate the deductible service fee invoice. This field is available only if the group type is set to Pay.
EOFY Statement Format	Identifies the document format that will be used to generate the EOFY statement. This field is available only if the group type is set to Pay and the country to which the format group is assigned is set to Australia, in which case it is mandatory to select an option in this field.
Timesheet Based Invoice Format	Identifies the invoice format that applies to timesheet based invoices. This field is available only if the group type is set to Billing, in which case it is mandatory to select an option in this field.
Timesheet Based Credit Note Format	Identifies the credit note format that applies to timesheet based credit notes. This field is available only if the group type is set to Billing, in which case it is mandatory to select an option in this field.
Non Timesheet Based Invoice – Perm/Service Format	Identifies the invoice format that applies to non-timesheet based credit notes. This field is available only if the group type is set to Billing, in which case it is mandatory to select an option in this field.
Non Timesheet Based Credit Note – Perm/Service Format	Identifies the invoice format that applies to non-timesheet based credit notes. This field is available only if the group type is set to Billing, in which case it is mandatory to select an option in this field.
Non Timesheet Based Invoice – Vendor/Supplier Format	Identifies the invoice format that applies to non-timesheet based vendor/supplier invoices. This field is available only if the group type is set to Billing, in which case it is mandatory to select an option in this field.
Non Timesheet Based Credit Note – Vendor/Supplier Format	Identifies the credit note format that applies to non-timesheet based vendor/supplier credit notes. This field is available only if the group type is set to Billing, in which case it is mandatory to select an option in this field.
Invoiced Timesheet Format	Identifies the format that is to be used when generating copies of invoiced timesheets that are delivered with invoices. This field is available only if the group type is set to Billing, in which case it is mandatory to select an option in this field.

On upgrading to this release, one pay document format group will be created automatically for each active payslip format that previously existed in Agency Portal > Maintenance > Portal Maintenance > Document Formats so that you need not create a document format group for each existing payslip format manually. The properties of each of the automatically created document format group will default as follows:

Field	Default Value
Country	Will be the country to which the existing payslip format is assigned.
Name	Will be the name of the existing payslip format.
Active	Will be set to the Active (ticked) state.
Group Type	Will be set to Pay.
Payslip Format	Will be set to the name of the existing payslip format.
Employer Superannuation Supplement Format	Will be set to the default employer superannuation supplement format if the country is Australia (for more information, see Employer Superannuation Supplement Document Format_AU Only). Not applicable to all other countries.
Deductible Service Fee Invoice Format	Will be blank by default.
EOFY Statement Format	Will be set to the default EOFY statement format if the country is Australia (for more information, see New Document Format Types). Not applicable to all other countries.

On upgrading to this release, one billing document format group will be created automatically for each active document format group that previous existed in Agency Portal > Billing > Maintenance > Invoice Format Group so that you need not create a document format group for each existing invoice format group manually. The properties of each of the automatically created document format groups will default as follows:

Field	Default Value
Country	Will be the country to which the existing invoice format group is assigned.
Name	Will be the name of the existing invoice format group.
Active	Will be set to the Active (ticked) state.
Group Type	Will be set to Billing.
Timesheet Based Invoice Format	Will be set to the name of the timesheet based invoice format that is part of the existing invoice format group.
Timesheet Based Credit Note Format	Will be set to the name of the timesheet based credit note format that is part of the existing invoice format group.
Non Timesheet Based Invoice – Perm/Service Format	Will be set to the name of the non-timesheet based invoice – perm/service format that is part of the existing invoice format group.
Non Timesheet Based Credit Note – Perm/Service Format	Will be set to the name of the non-timesheet based credit note – perm/service format that is part of the existing invoice format group.
Non Timesheet Based Invoice – Vendor/Supplier Format	Will be set to the name of the non-timesheet based invoice – vendor/supplier format that is part of the existing invoice format group.
Non Timesheet Based Credit Note – Vendor/Supplier Format	Will be set to the name of the non-timesheet based credit note – vendor/supplier format that is part of the existing invoice format group.
Invoiced Timesheet Format	Will be set to the name of the default invoice timesheet format (for more information, see New Document Format Types).

Pay format groups that exist in Format Group Maintenance can be assigned to pay company defaults and to individual Payee records. Billing format groups that exist in Format Group Maintenance can be assigned to invoice details on Debtor records.