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Suggestion: Define and assign immediate payment terms for your employee suppliers.

Pay Group. Pay Group you want to assign to any suppliers that you create from employees during Invoice Import.

Payment Priority. Payment priority you want to assign to any suppliers that you create from employees during Invoice Import. A number, between 1 (high) and 99 (low), which represents the priority of payment for a supplier.

Settlement Days. Number of days you want Payables to add to the system date to calculate a default settlement date for an employee advance. Payables prevents you from applying the advance to any expense reports until on or after the settlement date.

For example, your organization has a policy where you do not apply employee advances against expense reports until two weeks after you enter the advance, so you enter 14 in this field. When you enter an advance for an employee Payables calculates a default settlement date that is 14 days after the date you enter an advance.

Apply Advances. Default value for the Apply Advances option in the Expense Report window in Payables. If you enable this option, Payables applies advances to employee expense reports if the employee has any outstanding, paid advances. You can override this default during expense report entry.

Automatically Create Employee as Supplier. If you enable this option, when you import Payables expense reports, Payables automatically creates a supplier for any expense report where an employee does not already exist as a supplier. If the supplier site you are paying (HOME or OFFICE) does not yet exist, Payables adds the supplier site to an existing supplier. Payables creates a HOME or OFFICE supplier site with the appropriate address, depending on where you are paying the expense report. The Home address is from the PER_ADDRESSES table, and the Office address is from the HR_LOCATIONS table. Payables creates suppliers based on the defaults you select in this region and employee information from the Enter Person window. You can review suppliers and adjust any defaults in the Supplier window.

If you do not enable this option, enter an employee as a supplier in the Suppliers window and link the Employee Name/Number to the supplier before you use Payables Invoice Import. Payables cannot import expense reports without corresponding suppliers, and lists them on the Invoice Import Exceptions Report with No Supplier holds.

Hold Unmatched Expense Report Invoices. This option defaults to the Hold Unmatched Invoices option for the supplier and supplier site for any suppliers Payables creates during Invoice Import.

When Hold Unmatched Invoices for a supplier site is enabled, Payables requires that you match each invoice for the supplier site to a purchase order. If you enable this option for a site, then Payables places a Matching Required hold to an invoice if it has Item type distributions that are not purchase order matched, (unless the sum of the distributions by accounting code combination is zero). Payables places the hold on the invoice during Approval. You cannot pay the invoice until you release the hold. You can release this hold by matching the invoice to a purchase order or you can manually release the hold in the Holds window of the Invoice Workbench.

See Also

Entering Suppliers

Expense Reports