Set Up Deductions to Create A/P Invoices

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If the Payroll module is integrated with Accounts Payable, you can automatically create Accounts Payable invoices for deductions when you update the Payroll Check Register. The invoices give you an easy way to create Accounts Payable checks to pay the deductions. Accounts Payable invoices are created for any deductions that have a specified vendor number.

Before setting up deductions, you must select the (Integrate with) Accounts Payable check box in Payroll Options.

To set up deductions to create Accounts Payable invoices

  1. Select Payroll > Setup > Deduction Code Maintenance.
  2. Select a deduction, and then click A/P Invoice. The Update to A/P Invoice Data Entry window opens.
  3. Enter the vendor number for the vendor to use on the invoice.

  4. To group multiple deductions on one invoice, enter an invoice prefix. This is optional.

    The prefix, combined with the vendor number, is used to determine whether deductions are grouped on one invoice.

     

    Example data
    Deduction Code Vendor Number Invoice Prefix
    D01 01-ABC 401k
    D02 01-ABC 401k
    D03 01-ABC  

    For the deductions shown in the table above, D01 and D02 would be combined into one invoice because both the vendor number and the invoice are the same. Deduction D03 would be in a separate invoice because it does not use the same invoice prefix.

  5. Select the Separate Line per Employee check box to create a separate invoice line for each employee.

    Otherwise, everything will be combined onto one line.

  6. Enter a comment for the invoice lines.

    You can enter a combination of text and merge fields in the Invoice Line Comment field. To add a merge field to the comment:

    1. In the Insert Merge Field list, select a merge field.
    2. Click the Copy Merge Field to Clipboard button.
    3. In the Invoice Line Comment field, position your cursor where you'd like the merge field to appear, and then press Ctrl + V to paste the merge field.

    If you leave the comment field blank, the default comment is used, which is "Payroll Deduction" followed by the deduction code.

  7. Click OK and then click Accept in Deduction Code Maintenance.

Accounts Payable invoices are created for this deduction when you update the Payroll Check Register. The invoice number is the invoice prefix, if one was entered, plus the payroll source journal number, plus the sequence number. You can use the Update to A/P Invoice Log to review the invoices that are created.

You can view, modify, or delete the invoices in A/P Invoice Data Entry before updating the Accounts Payable Invoice Register.

The invoice date is the same as the Payroll Check Register posting date. The deduction accrual account entered in Deduction Code Maintenance is used for the general ledger account number on the invoice.

The following are the default comment formats for the deductions: