Administering the Interface with PeopleSoft Payables

This chapter provides an overview of the interface with Payables and discusses how to:

Set up the Payables interface.
Maintain vendor information.
Extract deductions.
Review and send vouchers.

Understanding the Interface with Payables

This section discusses:

Processing overview.
Voucher records.
Integration points.

Processing Overview

Payroll for North America enables you to send taxes, benefits, garnishments, and voluntary deductions withheld from employee paychecks directly to Payables for payment. Payables issues payments in the form of checks or electronic funds transfers, as required by the third-party, and makes the appropriate general ledger entries.

This diagram illustrates the Payables interface processing:

Selecting and sending deductions to Payables

Note. The pay run must be confirmed before extracting deductions.

To extract and send deduction vouchers to Payables:

Run one or more extract processes to move selected deductions into temporary tables for viewing.

You can extract nontax deductions; U.S. federal, state, or local taxes; or Canadian taxes.

The system updates the AP Status field on the Review Paycheck component (PAY_CHECK) with an X to indicate that the deduction has been extracted for payment through Payables.
Review and validate proposed payments.
- The Review AP Extract-Headers - AP Extract Review page displays summary data by vendor.
- The Review AP Extract-Lines - AP Extract Review page displays details of deductions.
- The AP Extract Audit report (PAYXTRCT) lists details of extracted nontax deductions.
Send vouchers to Payables.

Run the Send Vouchers to AP process (PYAP_VCHPOST), which creates and sends the vouchers to Payables.

The system updates the AP Status field on the Review Paycheck component (PAY_CHECK) with an S to indicate that the deduction has been sent and clears deductions from the temporary tables.
Review the PeopleSoft Integration Broker Message Monitor to confirm that the voucher records were successfully sent.

See Also

Extracting Deductions

Reviewing and Sending Vouchers

PeopleSoft Enterprise Components PeopleBook, “PeopleSoft Enterprise Integration”

Voucher Records

The vouchers that are sent to Payables contain three records: VOUCHER, VOUCHER_LINE, and DISTRIB_LINE. Fields of interest in each of these records are listed in the following table. The table lists only a subset of the fields in each record:

VOUCHER	VOUCHER_LINE	DISTRIB_LINE
BUSINESS_UNIT	BUSINESS_UNIT	BUSINESS_UNIT
VOUCHER_ID	VOUCHER_ID	VOUCHER_ID
INVOICE_ID	VOUCHER_LINE_NUM	VOUCHER_LINE_NUM
INVOICE_DT	TOTAL_DISTRIBS	DISTRIB_LINE_NUM
VENDOR_SETID	MERCHANDISE_AMT	BUSINESS_UNIT_GL
VENDOR_ID		ACCOUNT
VNDR_LOC		MERCHANDISE_AMT
ADDRESS_SEQ_NUM
ORIGIN
VCHR_TTL_LINES
GROSS_AMT
DUE_DT
REMIT_ADDR_SEQ_NUM
EIN_FEDERAL
EIN_STATE_LOCAL

Integration Points

The Payroll for North America interface with Payables uses two integration points:

Message Name	Message Definition
VENDOR_FULLSYNC	Payables publishes data to the VNDR_ID table and Payroll for North America subscribes.
VOUCHER_BUILD	Payroll for North America publishes data to the VOUCHER, VOUCHER_LINE, and DISTRIB_LINE tables and Payables subscribes.

Note. To research the technical details of any integration point that is used by PeopleSoft applications, refer to the online integration point Catalog database that can be found under Open Integration Framework in the Documentation section of Customer Connection.

See Also

PeopleSoft Enterprise Components PeopleBook, “PeopleSoft Enterprise Integration”

Setting Up the Payables Interface

Perform the following setup steps when you implement Payroll for North America and on an ongoing basis, as needed, to maintain the accuracy of your deduction records:

(Optional) Specify the invoice prefix on the Installation Table (INSTALLATION_TBL) - Product Specific page.

The character you put in the AP Inv. Prefix field is used as a prefix on all invoices coming from PeopleSoft HRMS.
Specify payroll tax extraction on the Company (COMPANY_TABLE) - Default Settings page.

Select the Pay Taxes through AP check box if you plan to use the interface with Payables to extract payroll taxes.
Define general and benefit deductions.

For both general and benefit deductions, you must define when each deduction is to be paid. For example, you might want Payables to pay some deductions every time they are calculated and pay other deductions only when the goal balance has been met.
Define vendors in Payables and publish them to the PeopleSoft HRMS database.

See Maintaining Vendor Information.
Link deduction definitions to vendors and define when deductions are to be paid.

All deductions to be paid by Payables must be linked to a vendor.
- To link nontax deductions (benefits, general deductions, garnishments, bonds) to vendors, complete the SetID and Vendor ID fields on the Benefit Plan Table page, Garnishment Spec Table page, and General Deduction Table page.
  
  On the same page, use the Pay Mode, AP Payment Date Type, and the Separate AP Payment fields to determine which deductions to retrieve for Payables.
- To link U.S. tax deductions to vendors:
  
  Use the Tax Type Table page to define the tax types paid to a vendor
  
  Link each tax type to the appropriate vendor and tax classes on the State Tax Type Table page or the Local Tax Type Table page.
- To link Canadian tax deductions to vendors, use the Canadian Tax Type Table page.

Setting Up Organization Foundation Tables

Setting Up Vendors

Defining Deductions

Defining Benefit Plans

Administering Garnishments

Establishing Tax Types for PeopleSoft Enterprise Accounts Payable Integration

Maintaining Vendor Information

This section provides an overview of maintaining vendors and discusses how to run the AP Vendor Listing report.

Understanding Vendor Maintenance

Each benefit provider, garnishment collector, tax authority, or other entity that receives employee deductions must have a valid Vendor ID. Vendor IDs created in the PeopleSoft Financials database can be viewed on the AP Vendor Listing report and in the Vendor table.

Note. If you are using Payables, it is highly recommended that you do not set up data in the HRMS Vendor tables. This information should be set up in the Vendor tables in the PeopleSoft Financials database and sent to HRMS through the VENDOR_FULLSYNC and VENDOR_SYNC messages in PeopleSoft Integration Broker. If updates occur on the HRMS vendor tables and do not get updated on the vendor tables in the PeopleSoft Financials database, the interface outcome could be unpredictable. Corrections and updates to vendor information should occur only in the PeopleSoft Financials database.

See Also

Setting Up Vendors

Page Used to Run the AP Vendor Listing Report

Page Name	Object Name	Navigation	Usage
AP Vendor Listing (accounts payable vendor listing)	RUNCTL_PAYVNDR	Payroll for North America, Payroll Distribution, Accounts Payable Information, AP Vendor Listing, AP Vendor Listing	Generate the PAYVNDR report that prints a listing of all vendors, up to a given date.

Extracting Deductions

This section lists common elements and discusses how to:

Extract nontax deductions.
(USA) Extract federal tax deductions.
(USA) Extract state tax deductions.
(USA) Extract local tax deductions.
(CAN) Extract Canadian tax deductions.

See Also

Processing Overview

Common Elements Used in this Section

Tax Period End Date	Enter the end date for the tax period. To be selected for payment, the paycheck date for tax deductions must be equal to or before the tax period end date. (The paycheck date populates the Pay Tax records after a pay run is confirmed).
Payment Date	Enter the date to appear on the voucher in Payables. This is the date when AP actually pays the taxes.

Pages Used to Extract Deductions

Page Name	Object Name	Navigation	Usage
Non-Tax Deductions Extract	RC_X_DEDS	Payroll for North America, Payroll Distribution, Accounts Payable Information, Extract Non-Tax Deductions, Non-Tax Deductions Extract	Select the nontax deductions to send to Payables for payment and to start the PY-AP Extraction - Deductions (payroll-accounts payable extraction - deductions) Application Engine process (PYAP_XDEDN).
AP Federal Tax Extract (accounts payable federal tax extract)	RC_X_TAX_FEDERAL	Payroll for North America, Payroll Distribution, Accounts Payable Information, Extract U.S. Federal Taxes, AP Federal Tax Extract	(USA) Select the federal tax deductions to send to Payables for payment and to start the U.S. Tax Extract Program Application Engine process (PYAP_XTAX).
AP State Tax Extract (accounts payable state tax extract)	RC_X_TAX_STATE	Payroll for North America, Payroll Distribution, Accounts Payable Information, Extract U.S. State Taxes, AP State Tax Extract	(USA) Select the state tax deductions to send to Payables for payment and to start the U.S. Tax Extract Program process.
AP Local Tax Extract (accounts payable local tax extract)	RC_X_TAX_LOCALITY	Payroll for North America, Payroll Distribution, Accounts Payable Information, Extract U.S. Local Taxes, AP Local Tax Extract	(USA) Select the local tax deductions to send to Payables for payment and to start the U.S. Tax Extract Program process.
AP Canadian Taxes Extract (accounts payable Canadian taxes extract)	RC_XTAX_CAN	Payroll for North America, Payroll Distribution, Accounts Payable Information, Extract Canadian Taxes, AP Canadian Taxes Extract	Select the tax deductions to send to Payables for payment and to start the Canadian Tax Extract Program Application Engine process (PYAP_XCTAX).

Extracting Nontax Deductions for Payables

Access the Non-Tax Deductions Extract page.

Use the parameters to extract nontax deductions for the pay run ID that you specify or extract just those deductions with a pay mode set to the date that you select. You can limit your selection further by specifying particular vendors you want to pay.

Pay Mode Selection

Deduct/Collect Comp./Bond Met (deducted/collection completed/bond price met)	This option is applicable if you selected Pay as Deducted, Pay when Collection Completed, or Pay When Bond Price met as the pay mode on the General Deduction table, Benefit Plan table, or Garnishment Spec (garnishment specification) table and you selected either Check Date or Pay Period End Date as the AP payment date type.
Pay Run ID	This field works in conjunction with the Deduct/Collect Comp./Bond Met option. It enables you to limit the extract process to a single pay run that is associated with this run control ID. Select the pay run. If the pay mode is Pay When Collection Completed or Pay When Bond Price met, deductions that meet the criteria by the end date of the pay period represented by the pay run ID are extracted.
Specified Date	Select to send only those nontax deductions with a check date that’s before or the same as the date that you enter in the Payment Due Date field. This option is appropriate when deductions for more than one pay period must be extracted (for example, benefit deductions that are withheld every pay period and sent to the vendor at the end of the month).
Payment Due Date	This field appears only when you select the Specified Date option. Enter the date that you want to appear on the voucher. This is the date on which the Payables system pays the vendor.

Vendor Selection

Pay All Vendors

By default, the system selects deductions for all vendors. To pay selected vendors only, clear this check box. The SetID, Vendor ID, and Name fields then become available.

Vendor Info

This group box appears only if you clear the Pay All Vendors check box. Select the vendors that you want to pay.

See Also

Specifying the Deduction Priority

Setting Up Benefit Plans

Establishing a Garnishment Deduction

(USA) Extracting Federal Tax Deductions for Payables

Access the AP Federal Tax Extract page.

Specify which tax types to include in the extract. Only those tax deductions with a tax class that belongs to a tax type that you specify are selected for payment through Payables.

Tax Type Information

Tax Type

Select the tax type. The prompt table includes only those tax types that you defined on the Tax Type Table page. You can add as many tax types as you like.

(USA) Extracting State Tax Deductions for Payables

Access the AP State Tax Extract page.

You can extract deductions for all or specific states. If you choose to extract deductions for a particular state, you can also limit the selection to certain tax types.

State Selection

All States	Select to extract state tax deductions for all states.
Specific States	Select to extract state tax deductions for a particular state. When you select this option, the States group box appears.

States

This group box appears only when you select the Specific States option.

State	The states for which you defined tax types are available in the prompt.
Tax Type	Select the tax type. The prompt table includes only those tax types that you entered for the state on the Fed/State Tax Types/Classes table.

(USA) Extracting Local Tax Deductions for Payables

Access the AP Local Tax Extract page.

You can extract tax deductions for all localities or a subset of localities. As with state tax processing, processing a subset requires that you specify one or more states, one or more localities within each state, and the specific tax types to process.

Locality Selection

All Localities	Select to extract local tax deductions for all localities in all states.
Specific Localities	Select to extract tax deductions for specific localities within the specified state. When you select this option, the State/Localities group box appears.

State/Localities

This group box appears only when you select the Specific Localities option. Select the localities and tax types for which you want to extract tax deductions.

State	The states for which you defined tax types are available in the prompt.
Locality	The localities for which you defined tax types are available in the prompt.
Tax Type	Select the tax type. The prompt table includes only those tax types that you entered for the state on the Local Tax Types/Classes table.

(CAN) Extracting Canadian Tax Deductions for Payables

Access the AP Canadian Taxes Extract page.

You can extract tax deductions for a single company or all tax deductions for all companies. Indicate the tax types to extract and enter a tax period end date and a period end date for each tax type specified.

Process Request Parameter(s)

Company

Select a company to extract taxes for a single company. To extract tax deductions for all companies, leave this field blank.

Tax Type Information

In this group box, select the tax types for which you want to extract tax deductions and the associated dates. For example, if you select CTAX as the tax type and enter a tax period end date of January 1, 2000, the system extracts all tax deductions with a tax class or sales tax class belonging to the CTAX tax type and with a pay check date of January 1, 2000 or earlier.

Tax Type

Select the tax type. The prompt table includes only those tax types that you defined on the Tax Type Table page. You can add as many tax types as you like.

Reviewing and Sending Vouchers

This section discusses how to:

View the payroll deduction summary record for a vendor.
View the detailed payroll deduction records for a vendor.
Send vouchers to Payables.

See Also

Processing Overview

Pages Used to Review and Send Vouchers

Page Name	Object Name	Navigation	Usage
Review AP Extract-Headers - AP Extract Review (review accounts payable extract-headers - accounts payable extract review)	AP_EXTRACT_RVW_H	Payroll for North America, Payroll Distribution, Accounts Payable Information, Review AP Extract-Headers, AP Extract Review	View the summary of deductions extracted for a particular vendor. This page displays the header record for each voucher that will be created.
Review AP Extract-Lines - AP Extract Review (review accounts payable extract-lines - accounts payable extract review)	AP_EXTRACT_RVW_L	Payroll for North America, Payroll Distribution, Accounts Payable Information, Review AP Extract-Lines, AP Extract Review	View details of the deductions to be posted to Payables. This page displays the extracted information that will be used to create the Line & Distribution records of a voucher.
AP Extract Audit Report (accounts payable extract audit report)	PRCSRUNCNTL	Payroll for North America, Payroll Distribution, Accounts Payable Information, AP Extract Audit Report, AP Extract Audit Report	Generate the PAYXTRCT report that lists the details of nontax deductions that are to send to Payables.
Send Vouchers to AP (send vouchers to accounts payable)	RC_AP_POST	Payroll for North America, Payroll Distribution, Accounts Payable Information, Send Vouchers to AP, Send Vouchers to AP	Run the Post Dedn Payments to AP process to post the extracted deductions to Payables.

Viewing the Payroll Deduction Summary for a Vendor

Access the Review AP Extract-Headers - AP Extract Review page.

Note. Not all page elements are visible on this page. Depending on the page arrangement, you see additional elements by scrolling either vertically or horizontally.

With the exception of the Description field, all information on this page comes from the Pay Deductions table and the Pay Tax table. The Description field displays information that is entered on the Review AP Extract-Lines - AP Extract Review page.

Send

The system automatically selects this option to indicate that the deduction will be sent to Payables when you start the Post Dedn Payments to AP process. To prevent the transaction from being sent, clear this check box.

Viewing the Detailed Payroll Deduction Records for a Vendor

Access the Review AP Extract-Lines - AP Extract Review page.

With the exception of the More Information field, all information on this page comes from the Pay Deductions table and the Pay Tax table.

Review AP Extract - Headers	Click the Review AP Extract - Headers link to access the AP Extract Review – Header page.
More Information	Use this field to enter comments that you want to appear on the voucher.

Search Criteria

Use the fields in this group box to search for AP extract lines by company, pay group, extract type, employee ID, or name. You can enter more than one search criteria. You can also sort the results by name or ID.

Refresh	Click the Refresh button to clear the search criteria and make the search criteria fields available for data entry. Then select the criteria that you want to use to limit the data displayed.
Extract Type	You can search on the following extract types: Benefit, Deduction, Garnishment, and Tax.
Sort By	Select the order in which you want the data displayed.
Search	After selecting search and sort criteria, click the Search button to update the display.

Line Records

Use the tabs in this section to view details of extracted information.

Send to AP (send to accounts payable)

The system automatically selects this option to indicate the transaction is sent to Payables when you start the Post Dedn Payments to AP process. To stop a transaction from being sent, clear the check box. Any records that you remove will be captured the next time the extract process runs.

Sending Vouchers to Payables

Access the Send Vouchers to AP page.

Note. Tax deductions and nontax deductions must be sent separately.

Transaction Type Selection

Non-Tax Deduction Payments	Select this option to send nontax deductions to Payables.
Tax Deduction Payments	Select this option to send tax deductions to Payables.
Payment Date	Enter the date to appear on the voucher in Payables. The system will send only those deductions where the payment date on the extract page matches the date that you enter in this field.