Document format groups 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, directly via the Payee record or by being inherited from the pay company defaults. When a payslip is generated the system refers to the assigned document format group to determine the document formats that are to be used to generate the payslip and any supplementary documents that are to be generated and issued along with the payslip respectively.
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. When an invoice or credit note is generated, the system refers to the bill document format group that is assigned to the applicable set of debtor invoice details to determine the document formats that are to be used to create the invoice or credit note and the supplementary invoiced timesheets that are to be delivered along with the invoice or credit note respectively.
Pay document format groups that are configured in Document Format Group Maintenance can be assigned to pay company defaultsand to individual Payee records. Billing format groups that exist in Format Group Maintenance can be assigned to invoice details on Debtor records.
Before you attempt to create a document format group, ensure that the individual document formats that will belong to the document format group have been created in Document Format Maintenance and have been flagged as available. The table below lists the document format types that must or can be included in a pay document format group.
Document Format Type | Is Mandatory? | Applies to which Country? |
Payslip format | Yes | All countries |
Employer Superannuation Supplement format | No | Australia only |
Deductible Service Fee Invoice format | No | All countries |
EOFY Statement format | Yes | Australia only |
The table below lists the document format types that must be included in a bill document format group.
Document Format Type | Is Mandatory? | Applies to which Country? |
Timesheet Based Invoice Format | Yes | All countries |
Timesheet Based Credit Note Format | Yes | All countries |
Non Timesheet Based Invoice – Perm/Service Format | Yes | All countries |
Non Timesheet Based Credit Note – Perm/Service Format | Yes | All countries |
Non Timesheet Based Invoice – Vendor/Supplier Format | Yes | All countries |
Non Timesheet Based Credit Note – Vendor/Supplier Format | Yes | All countries |
Invoiced Timesheet Format | Yes | All countries |
For more information about any of abovementioned document format types, see Document Format Maintenance.