How to process Pay Journal Batch & Invoice Generation

Journal Batch & Invoice Generation

a)      Finance->Pay->Journal Batch

b)      Pay Journal screen will be displayed

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View Timesheets in Batch

a)      Finance->Pay->Journal Batch->The first batch comes loaded for the user

b)      In the ribbon bar-> select the journal batch ->the grid will display the timesheets added in that batch.

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Reports

a)      Finance->Pay->Journal Batch ->Ribbon Bar->Reports

b)      3 Reports can be generated by the user.

Timesheet Report

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Entry Validation Report

This report will show data only when Timesheet Report has been generated.

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Remittance Report

This report will show data only when Entry Validation Report has been generated by the user.

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Drop from Batch

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a)      Select the records by checking the first column in the screen above

b)      Click On Ribbon bar->Drop->Selected or ‘All’

c)      The Timesheet records will be removed from the batch. They will now appear on Pay timesheets screen and can be processed

d)      Adjustment records dropped from here will not be available on the Pay Timesheet screen and will have to be created again by the user.

 

Generate Pdf Report

a)      Finance->Journal Batch->Click on the ‘PDF‘ icon on the top right side of the grid

b)      This will generate the all the 3 reports  in i.e Timesheet Report, Entry Validation Report, Remittance Report  in pdf format and save them in the Recruit live File system

Generate Excel Report

a)      Finance->Journal Batch->Click on the ‘EXCEL‘ icon on the top right side of the grid

b)      This will generate the all the 3 reports i.e Timesheet Report, Entry Validation Report, Remittance Report in excel format and save them in the Recruit live File system.

Process Batch

a)      Finance->Journal Batch. Select the batch from the ribbon bar.

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b)      Click on Ribbon Bar ->Action->Audit   or Click on the ‘Process’ button.

c)      The system will generate the 3 reports and these reports will be saved on the File server. The following screen will come to validate the report data.

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d)      User will have to choose all the reports and Click on ‘Approve’.

e)      The manager’s login screen will be displayed.

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f)      The journal will be marked as ‘Audited’ and no timesheets would be allowed to add/remove from the batch.

g)      Payment process will begin

Un Audit Batch

a)      System provides the feature to UNDO the Audit Process if required.

b)      Click on the ‘Un Audit’ in the ribbon bar

c)      The complete batch will be ‘Unaudited’. All the Timesheets in that batch will be ‘Unaudited’.

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View Reports on File Server

a)      Once the Batch is audited, all the reports will be saved on the file system.

b)      Click on the link on the top of the grid.

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c)      The report generated can be viewed under Company/Reports/ , Select the Pay number of your Pay journal batch. You will get the TS Audit report, EVR report and Remittance report under that pay period on File system.

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Generate Invoice

a)      “Generate Invoice’ button would be visible only if the user has the permission to ‘Generate Invoices’.

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b)      Payment process will begin

c)      System will calculate the credit/debit values and display in Popup

d)      If the details mentioned are OK,  User needs to Click on the ‘Pay’ button

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e)      If the batch is already ‘Audited’, ‘Generate Invoice’ button would be visible.  Click on the button.

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f)      Another pop screen would be displayed to enter the ‘Document Date’.

g)      Enter the date and click on the ‘Generate’ button.

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h)      Invoices would be generated by the system.

i)      In case of adjustment lines with –ve pay units,

  1. If no other timesheet exist for the contractor: the timesheet will not be invoiced. It will remain in ‘Audited’ status
  2. If 1 or more Timesheet exist : All the timesheets for that contractor will be clubbed together in 1 Invoice

j)       To view the invoices generated, User can go to Finance->Invoice list

k)      Or Go to Placement ->Sales Invoice tab

l)      When a sales invoice is generated, a Purchase invoice will also be generated.

m)       Purchase invoice would be listed on the Placement->Purchase Invoice

n)      Purchase invoice can also be viewed from Invoice List->Purchase.

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2 thoughts on “How to process Pay Journal Batch & Invoice Generation

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