Description
To support Supplier Payees, Suppliers need to be configured within the system. The Supplier screen is where details of the supplier is captured which will be propagated onto the payees that are linked to the supplier.
The Suppliers screen can be accessed in the left hand menu by clicking Payroll > Suppliers.
Supplier Search
When clicking on the Suppliers menu option, a supplier search screen is displayed. Existing umbrella companies that have previously been added will be displayed.
The Search screen gives the ability to add, edit or delete a supplier. The following validations are performed:
Action | Rules |
|---|---|
Add | The Add button will be displayed if you have the relevant permission. |
Edit | A supplier record can be edited when not in an active pay batch. The system will display the batch numbers in an information message when accessing the supplier record, so that you can decide what you need to do with the batch.  If updating the supplier data, the update will propagate onto the payees that are linked with the supplier. Where necessary, it will add new validity periods against the payees. |
Delete | A supplier can only be deleted if there are no payee records linked to that supplier. |
Supplier Maintenance
Below describes all the fields in the Supplier Maintenance.
Where you see chevrons (<< >>) surrounding text, this means that the system will use the country specific label set in the country hierarchy settings for GST Label and for Company Registration Number.
Field Name | Description |
|---|---|
Company Name | The name of the company supplying the payees. This must be provided and must be a unique name. This name will be shown in the selection list to select a supplier against a payee when the payee type of 3rd Tier Agency or Umbrella is selected. |
Trading Name | The trading name of the company supplying the payees. This must be provided. |
Type | This is the type of supplier. There are 2 options:
A selection must be made. Upon upgrade, any existing umbrella companies will have the type of Umbrella automatically applied. |
Active | To indicate if the supplier is active. If checked off, you will not be able to select the supplier against a payee. |
Import Code | To define a code used in another system that the supplier is known by. |
Export Code | To define a code used in an export that the supplier is known by. |
Tax Details | |
<<Company Registration Number>> | The label will refer to the Company Registration Label setting in the country hierarchy. This is optional for the UK. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Business Type | The type of business. This is only visible for the country United Kingdom and is defaulted to Limited Company. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
<<VAT>> Registered | The label will refer to the GST Label setting in the country hierarchy. Defines if the supplier is VAT/GST registered. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
<<VAT>> Number | The label will refer to the GST Label setting in the country hierarchy. This field is not applicable to Australia. If VAT/GST Registered is checked on, this field must be entered. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Payslip Details | |
Payslip Delivery | To define how the remittance should be delivered to the supplier. There are 2 options:
A selection must be made. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Payslip Format Group | To define what payslip format group the supplier is to receive. This will display all active payslip format groups available for the document format type of Payslip. A selection must be made. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Contractor Payment Terms | If you want to delay when the timesheets are picked up in a pay batch, you can define the payment terms for the supplier. If entered, this data is propagated onto the supplied payee record when the supplier is attached where the payee’s contractor payment term is not overridden. |
Proforma Details | |
Proforma Remittance | A checkbox to indicate if a pro-forma remittance should be sent to the supplier from the Interpreter review. If checked the following fields in this section are displayed. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Proforma Remittance Starting ID | This defines the starting ID for the supplier’s proforma documents. This starting ID will be propagated onto each payee record linked to that supplier. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Proforma Remittance Delivery Method | The Proforma Remittances can only be delivered by Email. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Proforma Remittance Email Template | The Proforma Email Template to attach the proforma document to when delivered to the supplier. A selection must be made. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Latest Proforma Remittance ID | This will display the last proforma remittance for all of the linked payees to that supplier. |
Payment Details | |
Payment Method | This will list the available payment methods for the country. The pay method of SEPA or International is only visible if Multi Currency feature has been enabled on your environment. This data is propagated onto the supplied payee record when the supplier is attached. A selection must be made. Depending on the selection will define if the following fields are visible. |
Sort Code / BIC | The branch identifier. It is visible and must be entered if the payment method is BACS or SEPA. If SEPA is the pay method, the label will display as BIC. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Account Name | The supplier’s account name. It is visible and must be entered if the payment method is BACS, SEPA or International. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Account Number / IBAN | The supplier’s account number. It is visible and must be entered if the payment method is BACS, SEPA or International. The label will change to IBAN where the pay method is SEPA or International. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Account Reference | A field to enter a reference, if the supplier has provided the account reference that should appear on the BACS file. If entered, this data is propagated onto the supplied payee record when the supplier is attached. |
Contact | |
First Name | The first name of the contact at the supplier that should receive the payslip remittance. This must be provided. |
Surname | The surname of the contact at the supplier that should receive the payslip remittance. This must be provided. |
The supplier contact’s email address. This must be unique and not exist on any other user record. This must be provided. When the record is saved, a welcome email is sent to the email address with login details to enable the person to download the payslip remittances (this will be required where the Maintenance > Hierarchy > Middle/Back Office Country Setting ‘Pay Document Delivery Type:’ is set to URL link. Where this is not set the remittance will be an attachment, and will not require a password). | |
Phone | The supplier contact’s phone number. |
Mailing address | Enter the supplier’s address. This must be provided. |
Welcome Email
As described above, a welcome email is automatically sent to the Supplier Contact where the Maintenance > Hierarchy > Middle/Back Office Country Setting ‘Pay Document Delivery Type:’ is set to URL link. This email is dispatched when the new supplier record has been saved OR if the contact email has been edited. The email template is as shown below:
Welcome xxxxxx
Your contact details have been supplied to us so that you are able to download a document of the hours worked for workers supplied from your organisation to our organisation if you are receiving the document via email. Where the email contains a link to download the document rather than a pdf attachment, please use the following credentials when clicking on the link in the email:
Username: xxxxxxxx
Password: xxxxxxx
Do not reply to this email.
The Supplier Maintenance table has been added to the audit database. Therefore, any creations, updates and deletions will be recorded and can be output via Stimulsoft reporting. The audit data is not accessible via the Supplier Maintenance screen.
Benefits
Enables the user to manage the data on the supplier which then propagates onto the payee record.
Configuration
Security
To access the supplier maintenance screen, the Suppliers security permission item in the Gross Wage security section must be checked on.
To add the access, follow these steps:Step
Description
1
Go to Maintenance > Role-Data Groups.
2
Select the security role that requires updating.
3
In Edit, scroll to the Gross Wage.
4
Check Full Control, if the user is to be given all access, else choose View.
5
Click Save.
Payslip Format
Step | Description |
|---|---|
1 | Go to Maintenance > Role-Data Groups. |
2 | Select the security role that requires updating. |
3 | In Edit, scroll to the Gross Wage. |
4 | Check Full Control, if the user is to be given all access, else choose View. |
5 | Click Save. |
The document template for the Supplier Payslip needs to be created. For details on the options on what can be configured, please click here.