Enhancements to Cater for Proforma Remittance

Description

Several changes have been made in Interpreter > Interpreter Review to cater for issuing payees with interim pay advice prior to their timesheets being processed and paid in a pay batch.

New Secondary Search Fields and Results List Column

The following new fields are now available in the Search section on the Secondary tab (formerly named Timesheet tab) of the Interpreter > Interpreter Review > Secondary screen:

Proforma Remittance Exists

Allows searching for interpreted timesheets based on whether an interim pay advice has been created for the timesheets.

Proforma Remittance ID

Allows searching for interpreted timesheets based on the unique ID of the interim pay advice on which the timesheet is included. This field is only available if the Proforma Remittance Exists field is set to the Any or Yes options. For more information about proforma remittance IDs, see Issuing Proforma Remittance Advice.

These new fields are highlighted in the example below.

A new column labelled Proforma Remittance ID has been added to Manage Layout option to enable you to add the field to the results grid to display the unique interim pay advice ID that corresponds to each listed timesheet, where applicable. An example of this is shown below.

Proforma Remittance Tab

A new tab labelled Proforma Remittance has been added to the Interpreter > Interpreter Review > Interpreted Timesheet Details screen to display details about interim pay advice documents that have been generated for a timesheet. The fields that are displayed on the Proforma Remittance tab are described below.

Proforma Remittance ID

Displays the unique ID of the interim pay advice that has been generated for the corresponding timesheet.

This field is blank if an interim pay advice is yet to be generated (i.e. status of the timesheet is Not Reviewed) or the payee is not subject to being issued interim pay advice.

If an interim pay advice document has already been created for the corresponding timesheet but the status of the timesheet is reverted to Not Reviewed, this field continues to display the ID of the original document until the status of the timesheet is set to Reviewed again and a new, updated document is generated. At that point the ID will be incremented to identify that the previous document has been superseded.

Date of Proforma Remittance ID

Displays the date on which the interim pay advice was generated for the corresponding timesheet.

This field is blank if an interim pay advice is yet to be generated (i.e. status of the timesheet is Not Reviewed) or the payee is not subject to being issued interim pay advice.

If an interim pay advice document has already been created for the corresponding timesheet but the status of the timesheet is reverted to Not Reviewed, this field continues to display the date when the original document was generated until the status of the timesheet is set to Reviewed again and a new, updated document is generated. At that point the date updates to show the creation date of the latest document.

Status

Displays the current status of the interim pay advice for the corresponding timesheet.

This field is blank until an interim pay advice document has been generated (i.e. until the status of the timesheet is set to Reviewed) or the payee is not subject to being issued interim pay advice.

If an interim pay advice document has been generated, this field displays one of the following:

Active - indicates that an interim pay advice document has been created and it is the current document for the timesheet.

Inactive - indicates that an interim pay advice document has been created but the status of the timesheet has since been reverted to Not Reviewed and therefore the current document will be superseded once the status of the timesheet is set to Reviewed again.

Pending - indicates either:

That the status of the timesheet has changed from Not Reviewed to Reviewed, which will trigger the generation of an interim pay advice document, but the document is yet to be generated by the proforma remittance service. The next time that the service runs, the document will be created and the status of the interim pay advice will update to Active. Or
The timesheet has just been set to Reviewed and the proforma remittance service is yet to run to include the timesheet for processing. The proforma service, by default, runs at 5 minute intervals and there could be a 5 minute gap during which the proforma fields are to be populated with values.

An example of these fields is shown below.

Interpreted Timesheet Details - Payee Tab

The following new fields have been added to the Payee tab on the Interpreter > Interpreter Results > Interpreter Review > Interpreted Timesheet Details screen:

Payment Terms Name

Displays the name of the payment terms that apply to the contractor’s timesheets. This is blank where payment terms do not apply to the payee.

Payment Terms Due Date

If payment terms apply to the timesheet this field displays the payment due date of the timesheet, as calculated by the system based on the applicable payment terms. This date can be updated if:

the timesheet status type is Not Reviewed
the user has security permission to edit payment terms due date (for more information, see Configuration below).

If payment terms apply to the timesheet but this field does not display a date the pay period to which the timesheet corresponds or the pay period in which the payment terms due date falls may not exist.

Where this is case the Pay Period Payment Date field will display Undefined (for more information, see below).

These fields are highlighted in the example below.

Proforma Remittance Preview

A Proforma Remittance Preview button has been added to allow previewing of the interim pay advice document that has been generated when the status of an interpreted timesheet was set to Reviewed. Clicking the button generates a PDF version of the document, which opens in a separate web browser tab. The preview button is highlighted in the example below.

The button is only enabled if an active interim pay advice document exists for the timesheet that is currently selected in the Results section of the screen and the user has security permission to preview interim pay advice documents (for more information, see Configuration below).

Benefits

This enhancement complements the introduction of functionality that caters for the generating of interim pay advice that can be issued to payees prior to their timesheets being processed and paid in a pay batch. For more information, see Issuing Proforma Remittance Advice.

Configuration

The following new user security role permission, which is configured under Maintenance > Role-Data Groups, has been added to control users' ability to update the payment due date of timesheets that are subject to payment terms and to preview interim pay advice documents in Interpreter Review:

Application	Permission	Applicable to User Type	Permission Levels	Description
Interpreter Results	Update Contractor Payment Date	Agency	Full	Grants the user permission to update the due date of a timesheet, which is subject to contractor payment terms, by allowing the users to edit the date on the Payment Terms Due Date field on the Payee tab on the Interpreter > Interpreter Results > Interpreter Review > Interpreted Timesheet Details screen.
Interpreter Results	View Proforma Remittance	Agency	Full	Grants the user permission to view the proforma remittance on the Interpreter > Interpreter Results > Interpreter Review > Interpreted Timesheet Details screen.. If permission is not given, the View Proforma Remittance button will be hidden.