Packaging Fees being deducted in each pay run

Set-up the supplier

Supplier / Detail

• Supplier Code - a code that suits for your packaging fees

• Name - a descriptive name for your packaging fees

Supplier / Account

• Status - 'Active'

• Supplier Type - 'Salary Packaging'

• BSB Number - enter the BSB Number for your packaging fees

• Bank Account Number - enter the Bank Account Number for your packaging fees

• Payee - 'Supplier'

• Pay Method - 'Direct Credit'

• ABA Format Type - 'Supplier'

Set-up the item

Deduction Details

• Total Deduction - let this populate with a default standard annual deduction (set a default entry for your standard annual fee amount)

• Compress - un-checked (this depends on your fee policy)

• Inertia - checked

• Cycles - let this populate with the remaining cycles for the current FBT year.

Disbursement Details

• Disbursement Type - 'Recurring' (set this as the default entry)

• Supplier - 'Packaging Supplier' (set this as the default entry, read-only)

• Reference - leave this blank

• Payee - 'Supplier' (this will default from the supplier's stored entry)

• Status - 'Active'

Process steps

• Pay Runs / Pay Run - post the pay run record

• Receipts / Allocate - receipt and post the pay run

• Scheduler / Job - sp / approvals / autoBuildClaims runs automatically

• Contracts / Claim - the job creates a posted claim for the receipted amount

• BECS / Disbursements (ABA) - create a BECS batch and download the ABA file

• Fees are grouped into one record. This means you receive one banking payment for multiple fees.

• Banking Software - import the ABA file and confirm it for payment

When the pay runs and claims for this item are complete, no further deductions or disbursements will be made. It can now be suspended.

Benefits being paid for by the employer

Set-up a supplier record for the employer

Detail

• Supplier Code - for ease of use, use the same code as the employer's Client Code (not required, but just a suggestion)

• Name - employer's name

Account

• Status - 'Active'

• Supplier Type - 'Salary Packaging'

• BSB Number - enter the employer's BSB Number

• Bank Account Number - enter the employer's Bank Account Number

• Payee - 'Supplier'

• Pay Method - 'Direct Credit'

• ABA Format Type - 'Supplier' (if payments are to be aggregated), 'Payment Reference' (if each payment should be made separately)

Set-up the item

Deduction Details

• Total Deduction - enter the total amount that will be paid back to the employer.

• Compress - un-checked

• Inertia - un-checked

• Cycles - enter the number of pay runs the benefit will be spread over.

Disbursement Details

• Disbursement Type - 'Recurring'

• Supplier - 'Employer'

• Reference - leave this blank if the payments are to be aggregated. Enter a reference if payments are to be separate.

• Payee - 'Supplier'

• Payment Method - 'Direct Credit'

Process steps

• Pay Runs / Pay Run - post the pay run record

• Receipts / Allocate - receipt and post the pay run

• Scheduler / Job - sp / approvals / autoBuildClaims runs automatically

• Contracts / Claim - the job creates a posted claim for the receipted amount

• BECS / Disbursements (ABA) - create a BECS batch and download the ABA file

• Payments can be grouped into one record or paid separately depending on your client's preferences.

• Banking Software - import the ABA file and confirm it for payment

When the pay runs and claims for this item are complete, no further deductions or disbursements will be made. It can now be suspended.

Benefits paid for by the employee

Set-up the item

Deduction Details

• Total Deduction - enter the total amount that will be paid back to the employee

• Compress - un-checked

• Inertia - un-checked

• Cycles - enter the number of pay periods the employee wants to spread the payroll deductions over

Disbursement Details

• Disbursement Type - 'Recurring'

• Supplier - 'Employee Disbursement'

• Reference - leave this blank or add a short description to show on the employee's bank statement

• Payee - 'Employee'

• Attach the supporting documents to the item (e.g. Invoice, Receipt, Declaration)

• Status - 'Active'

Process steps

• Pay Runs / Pay Run - post the pay run record

• Receipts / Allocate - receipt and post the pay run

• Scheduler / Job - sp / approvals / autoBuildClaims runs automatically

• Contracts / Claim - the job creates a posted claim for the receipted amount

• BECS / Disbursements (ABA) - create a BECS batch and download the ABA file

• Employee disbursements are shown as one record per claim.

• The employee will receive one banking payment for each item being paid.

• Banking Software - import the ABA file and confirm it for payment

When the pay runs and claims for this item are complete, no further deductions or disbursements will be made. It can now be suspended.

Create Posting Classes

Qualifiers

You want to create a Posting Class.

Create Posting Classes

• Go to Fleet / Controls / Accounts / Posting Classes

• Class Code - enter the class code in the header to check if it already exists

• If it is missing, create it

• Click on New

• Class code - as required.

• Name - as required

• Click on New

Packager Setup

Controls

Setup / Reference Data - gb_controls

Companies

Visit the Company page for more details about company set-up.

Will you use one bank account for all Packaging and Vehicle transactions?

Yes - create one company record

• Set flag = 'yes' for this record

• Set flag = for this record

No - create two company records. One for the Packaging contracts and one for the Vehicle contracts

• Set flag = 'yes' for the Vehicle company

• Set flag = of the Packaging company for both records

Check that existing contract records are set with the correct company_id record.

Channels

A channel can be configured to enable salary packaging, but has limitations and is not recommended.

Discuss this with your Account Manager if you are considering this.

A channel that performs salary packaging will need to be set-up with their own separate company and bank account.

Channel Accounts - visit this page for role access details. This role is suitable for salary packaging administration.

Check and Enable the required Payees

• Driver - for Vehicle contract claims

• Employee - for Benefit contract claims and payments

• Supplier - for Benefit contract claims and payments

Check and enable the required Payment Methods

• Direct Credit - for Vehicle BECS claims and Benefit BECS claims and payments

• BPAY - for Benefit BPAY claims and payments

Create the required Payee-Payment Methods records

• Driver / Direct Credit - for Vehicle BECS claims

• Employee / Direct Credit - for Benefit BECS claims and payments

• Supplier / Direct Credit - for Benefit BECS claims and payments

• Supplier / BPAY - for Benefit BPAY claims and payments

Useful Queries

Companies

SELECT company_id, name, default_flag, sp_company_id FROM gb_companies; 

SELECT company_id, name, default_flag, sp_company_id FROM gb_companies WHERE sp_company_id IS NULL; 

SELECT count(contract_id) as contracts, pm.posting_map_group, company_id FROM fm_contracts AS c INNER JOIN gl_posting_maps AS pm ON pm.posting_map_id = c.posting_map_id GROUP BY company_id, posting_map_group; 

Channels

SELECT * FROM fm_channels; 

SELECT ch.channel_code, ch.channel, coy.company_id, coy.name, coy.default_flag, coy.sp_company_id FROM fm_channels AS ch LEFT JOIN gb_companies AS coy ON coy.company_id = ch.company_id; 

Payment Details

Check and Enable the required Payees

SELECT * FROM gl_payees; 

UPDATE gl_payees SET status_flag = 'active' WHERE payee = 'supplier'; 

INSERT INTO gl_payees (payee_id, payee, status_flag) VALUES (uuid_short,'employee','active'); 

Check and enable the required Payment Methods

SELECT * FROM gl_payment_methods; 

UPDATE gl_payment_methods SET status_flag = 'active' WHERE payment_method = 'bpay'; 

Create the required Payee-Payment Methods records

SELECT * FROM gl_payee_payment_methods; 

SELECT ppm.payee_payment_method_id, pay.payee, pm.payment_method, ppm.process_type, pay.status_flag, pm.status_flag, ppm.status_flag FROM gl_payee_payment_methods AS ppm INNER JOIN gl_payees AS pay ON pay.payee_id = ppm.payee_id INNER JOIN gl_payment_methods AS pm ON pm.payment_method_id = ppm.payment_method_id ORDER BY pay.status_flag, pm.status_flag, ppm.status_flag, ppm.process_type DESC, pay.payee, pm.payment_method DESC; 

-- Employee / Direct Credit INSERT INTO gl_payee_payment_methods (payee_payment_method_id, payee_id, payment_method_id, process_type, status_flag) SELECT uuid_short, pay.payee_id, pm.payment_method_id, 'item','active' FROM gl_payees AS pay INNER JOIN gl_payment_methods AS pm ON pm.payment_method = 'direct-credit' WHERE pay.payee = 'employee'; 

-- Supplier / Direct Credit INSERT INTO gl_payee_payment_methods (payee_payment_method_id, payee_id, payment_method_id, process_type, status_flag) SELECT uuid_short, pay.payee_id, pm.payment_method_id, 'item','active' FROM gl_payees AS pay INNER JOIN gl_payment_methods AS pm ON pm.payment_method = 'direct-credit' WHERE pay.payee = 'supplier'; 

-- Supplier / BPAY INSERT INTO gl_payee_payment_methods (payee_payment_method_id, payee_id, payment_method_id, process_type, status_flag) SELECT uuid_short, pay.payee_id, pm.payment_method_id, 'item','active' FROM gl_payees AS pay INNER JOIN gl_payment_methods AS pm ON pm.payment_method = 'bpay' WHERE pay.payee = 'supplier';