What This Process Does

  • This is a process to run after payroll has been completed to issue checks and EFTs for all payroll related vendors.


Best Practices

  • It is recommended that you process vendor payments after each payroll is completed so that the vendor deduction accounts are at zero before you begin running another payroll.
  • Adjustments made to any vendor payment amounts) during this process will require a journal entry to balance all accounts.


Add V/W Vouchers

MODULES → HR → PAYROLL VENDOR WITHHOLDING

  • Individual -  This process allows adding withholding vouchers on an individual basis (each deduction must be selected one-at-a-time).  This process must be used if you want the vouchers to be processed and checks issued through the Vendor Payments module. Should that option be elected, an AP Audit Trail will automatically be called upon canceling the session. The vouchers will not be eligible for check assignment until verified. If you normally issue vendor withholding checks through the Payroll module using the in-mass program but individually for some vendor(s) using the Vendor Payments option, you should turn off the Pay Withholding boolean/flag in those Deduction Descriptions. Then change and establish screen defaults (in site directory) for the Select Deduction Description Master Search Browse so that it only shows those Deduction Descriptions (i.e., turn on the Select non-pay withholding records and turn off the Select pay withholding records).


    Once the Deduction Description has been selected, the amount previously withheld, but not yet paid, will default. Should you wish to pay more (or less) than the amount that defaults, it can be changed prior to saving. Any differences in the amount paid will be reflected in the deduction account for the selected Deduction Description. Since vendor withholding vouchers only affect balance sheet accounts, the fiscal period and the calendar period normally follow the date of the check (or electronic payment). However, for 941 purposes, the calendar period for tax deductions should reflect the tax period for which the vouchers will be remitted.

  • In Mass -  This process is for adding vendor withholding vouchers in mass. If some of the payroll deductions will be sent to Vendor Payments module for checks, do this via the Add Vendor Withholding Vouchers Individually before using this in-mass process.  Deductions that do not have deduction accounts will be skipped automatically as balance sheet accounts are essential to this process. The Deduction Description Identification must be active and the Deduction Account must contain an amount.  We recommend that you use the Process Exceptions Select Method instead of Automatic. This allows you to see the selected vouchers and skip those you do not wish to pay at this time.  The fiscal period selected should follow the date of the checks/transmittals. 


    For 941 purposes, the calendar period for tax deductions should reflect the tax period for which the vouchers will be remitted.


NOTE: If vouchers are set to be Vendor Payments, instead of Payroll, the audit trail that generates is the Vendor Payments Audit Trail. These will flow into the next Vendor Payments check run, or, can be issued separately by ranging to select only these vouchers within Vendor Payments.