2 Setting Up Payment Information

This chapter contains the following topics:

2.1 Understanding Payments Information

Before you print payment advices and create automatic deposit files for the first time, you must identify which payment programs and versions you want to use. JD Edwards EnterpriseOne includes these Australian- and New Zealand-specific payment programs:

  • Create Auto Deposit File (Australia/New Zealand) (R75A0004).

  • Create Bank File for Australia (R75A0005).

  • Generic Payment Advice for Australia & New Zealand (R75A0013).

  • Copy Payroll Payments to Bank File (Australia/New Zealand) (P75A0006).

You enter the program IDs and version names that the system uses to create payment information on the Payment Setup form. However, you cannot print payment advices or create automatic deposit files from this form. You can create payment information during a payroll cycle using the Pay Cycle Workbench only.

If you pay employees using cash payments, you must also set up coinage analysis information.

2.2 (AUS) Entering Automatic Deposit Information for Australia

This section provides an overview of automatic deposits for Australia, and discusses how to enter trading bank information.

2.2.1 Understanding Automatic Deposits for Australia

Before you can create automatic deposit information, you must enter information about the bank accounts and programs that you want the system to use when creating automatic deposit files. You must complete these tasks before you create automatic deposit files for employees in Australia:

  • Enter information in UDC 06/BC for each trading bank that the organization uses.

  • Attach version XJDE0005 of the Copy Payroll Payments To Bank File program to the menu option that you use to access this program.

  • Set up the Create Bank File for Australia program to run locally.

  • Set the processing options for the Copy Payroll Payments to Bank File and Create Bank File for Australia programs to include the appropriate information.

When you enter information in UDC 06/BC, you must create a separate entry for each trading bank that you use when paying out employee automatic deposit payments. The six-digit code that you create should represent the bank's Bank/State/Branch number, and should be entered as xxx-xxx. For example, you might create code 123-456 to represent one trading bank. Contact the trading banks directly to identify their individual Bank/State/Branch codes.

We recommend that you attach version XJDE0005, or a copy of that version, to the menu option that you use to access the Copy Payroll Payments to Bank File program. The purpose of this version is to ensure that the payment information in the bank file is formatted using the Australian Banking Association standard. Contact the system administrator for assistance with attaching a program version to a menu option.

Note:

When you set up the processing options for the version of the Copy Payroll Payments to Bank File program that you attach to the menu, you must use .aba as the file extension when you enter the target file name in the processing options. If you do not use this file extension, the bank might not accept the automatic deposit file.

You must set up the Create Bank File for Australia program to run locally. If this program runs on the server, the user will not have access to the file that the system creates. Contact the system administrator for assistance with setting up a program version to run locally.

2.2.2 Forms Used to Set Up Automatic Deposit Information for Australia

Form Name FormID Navigation Usage
Work With User-Defined Codes W0004AA System Administration Tools (GH9011), User-Defined Codes Access the User-Defined Codes form.
User-Defined Codes W0004AI On the Work With User-Defined Codes form, access UDC 06/BC, and then click Add. Enter trading bank information.

2.2.3 Entering Trading Bank Information

To enter trading bank information:

  1. Access the User-Defined Codes form and enter the bank's Bank/State/Branch code, using the xxx-xxx format, in the Codes field in a blank row.

  2. On the same row, enter the name of the bank in the Description 1 field.

  3. On the same row, enter the bank's address in the Description 2 field.

  4. Complete steps 1 through 3 for each trading bank, and then click OK.

  5. On the Work With User-Defined Codes form, click Find to review the new entries in the table.

  6. Click Close to exit.

2.3 (NZL) Entering Employee Automatic Deposit Information for New Zealand

This section provides an overview of automatic deposit information for New Zealand, and discusses how to set up reference data for employee DBAs.

2.3.1 Understanding Automatic Deposit Information for New Zealand

In New Zealand, employees have the option of depositing earnings into several different types of accounts. For example, employees can have their earnings deposited into a checking or savings account, into a credit union account, or they can pay their credit card account directly through automatic deposit.

Depending on the type of account into which an employee wants to deposit earnings, and the requirements of the organization with which the account is held, you might need to enter reference information in addition to the employee's automatic deposit instructions. You enter this additional information into the system using DBAs, automatic deposit instructions, bank transit codes, and DBA instructions.

The JD Edwards EnterpriseOne Payroll system supports three methods of automatically depositing earnings.

2.3.1.1 Method One

Method one is the standard banking scenario, whereby employees deposit earnings into standard bank accounts. The organizations with which these accounts are held do not require any reference information other than the information that is set up in the employee's automatic deposit instructions. Therefore, after you enter the employee's automatic deposit instructions, no additional setup is required to create the employee's automatic payments.

2.3.1.2 Method Two

Method two requires that more information be reported to the holder of the account to correctly process the automatic deposit. For example, an employee might want to deposit earnings into a credit union account, or pay a credit card balance directly through an automatic deposit. These organizations typically require that a reference number be attached to the transaction to ensure that it is posted to the correct account.

In instances in which payments are made to organizations that require only one reference number, you can use method two to create automatic deposit transactions. For each organization to which you want to deposit earnings, you must enter a bank transit code in UDC 06/BC. The code that you enter in this table should include the account number of the organization in the Description 2 column of the UDC table.

For example, if several employees want to make automatic deposit payments into accounts that are associated with Smith's Mortgage Company, New Zealand Mortgage, and United Visa, you could set up these codes in UDC 06/BC:

Code Description Description 2
(The value that you enter in the Bank Trnst No. field on the Automatic Bank Deposit Instruction form for the employee) (The name of the organization) (The full account number for the organization. This account number is the same for all of the employees who deposit funds into accounts associated with this organization.)
MG1 Smith's Mortgage Company 12345678901234567
MG2 New Zealand Mortgage 45612378909876541
VS1 United Visa 74185296374185296

After you set up the Bank Transit Codes in UDC 06/BC, you can then enter employee automatic deposit instructions for employees who want to deposit earnings into accounts that are held by these organizations.

You enter the employee's reference number that is associated with that banking organization in the Bank Account Number field on the Employee Auto Deposit Instructions form. You then enter the bank transit code that is associated with the organization in the Bank Trst No. field.

The example illustrates how you might set up automatic deposit instructions for an employee whose automatic deposit preferences require method two.

Employee A wants to deposit earnings into these accounts:

  • 300 NZD into the employee's account that is held with United Visa.

  • 900 NZD into the employee's account that is held with New Zealand Mortgage.

  • The remainder of earnings should be deposited into the employee's standard checking account.

    To accommodate these deposits, you might set up these automatic deposit instructions for employee A:

    Bank Account Bank Transit Number Method Code Transaction Code Amount or Percent
    7854774 VS1 $ 22 300.00
    87632522 MG2 $ 22 900.00
    522632115 060287 R 22 Blank

    In this example, the system uses the employee-specific account reference numbers that you entered in the Bank Account fields, along with the organization's account number, which you entered in the Second Description column of UDC 06/BC, to create automatic deposit instructions that include the reference information that is required by each organization to which funds are being deposited.

2.3.1.3 Method Three

You use method three if employees want to deposit earnings into accounts that are held by organizations that require multiple reference numbers to process transactions. To enter these additional reference numbers, you must set up a DBA, add that DBA to the employee's DBA instructions, and then attach the reference numbers to the employee's DBA instructions. You must also add the DBA to UDC 06/BC, and to the employee's automatic deposit instructions.

Using DBA reference data (which you access from the employee's DBA instructions), you can attach as many as three reference numbers to each DBA instruction. These reference data fields can be used to enter name, code, and reference numbers for the employee's account.

This example illustrates the steps that you must take to process payments for an employee who requires a method-three automatic deposit:

Employee B must deposit 200 NZD into a District Court account each pay period. The court requires that three reference numbers are attached to the deposit transaction for it to be processed correctly. To accommodate this scenario:

  • Set up deduction 1516 for the District Court.

    This is a zero-amount deduction that has no effect on the employee's earnings.

  • Add DBA 1516 to UDC 06/BC, leaving the Description 2 column blank.

  • Add DBA 1516 to the employee's DBA instructions.

  • Attach reference numbers to the employee's District Court DBA instruction.

  • Add the District Court record to the employee's automatic deposit instructions, entering the full bank account number of the organization that the employee is depositing in, in the Bank Account field.

    This table illustrates how you might set up the automatic deposit instructions for this employee:

    Bank Account Bank Transit Number Method Code Transaction Code Amount or Percent
    11222999999999 1516 $ 22 200.00
    86225411 060287 R 22 Blank

The number of DBAs that you set up depends upon the organization's preferences, and the number of method-three deposits that the employees need to make. If no employees within the organization require more than one deposit to an organization that requires multiple references, you can set up only one DBA.

To determine the minimum number of DBAs that you must set up, you must determine the maximum number of deposits that any employee must make to an organization that requires multiple reference numbers. For example, if one employee in the organization must make five separate deposits to different organizations, and all of those organizations require multiple reference numbers, you must create five separate deductions. This is necessary so that the employee has five different DBA instructions, each with a unique DBA, to which the account-specific reference numbers are attached.

2.3.1.4 Reference Data for Employee DBAs

In Australia and New Zealand, employers can associate employees' non-cash benefits and deductions with third-party reference numbers.

For example, you might want to enter an employee's superannuation number, as provided by the third-party administrator of the superannuation scheme, for a particular DBA. This number can be printed on the Superannuation Contribution by Employee for Australia report (R75A0007). By printing the DBA reference data on these reports, you can use them to report information to third-party administrators.

You might also need to enter reference data for employees whose automatic deposit instructions require additional information. These reference numbers are attached to the employees' DBA instructions, and are included in the files that are sent to the banking organization when automatic deposits are created.

2.3.2 Forms Used to Set Up Automatic Deposit Information for New Zealand

Form Name FormID Navigation Usage
Work With Employee DBA Instructions W050181A Employee Management (G05BE1), Employee DBA Instructions Select an employee.
Employee DBA Instructions W050181C On the Work With Employee DBA Instructions form, select the employee for whom you want to enter information, and then click Select. Select an employee DBA.
Employee DBA Instructions (Ref Data) W050181C On Employee DBA Instructions, select the DBA to which you want to add reference data, and then select DBA Instructions from the Row menu. Enter reference data for employee DBAs.

2.3.3 Setting Up Reference Data for Employee DBAs

Access the Employee DBA Instructions (Ref Data) form.

DBA Reference Data #1

Enter a code that stores reference data associated with an employer's use of a particular PDBA. For example, this field might be used to store a reference number for a deduction that is payable to a third-party. Typically, this number is supplied by the third-party organization that holds the account to which the employee wants to automatically deposit funds.

You can also use this field to enter reference data that is used for automatic deposit processing.

2.4 Setting Up Coinage Analysis

This section provides an overview of coinage analysis, and discusses how to:

  • Set up coinage allocation parameters.

  • Run the Coinage Analysis report.

  • Set processing options for the Coinage Analysis report.

2.4.1 Understanding Coinage Analysis

In Australia and New Zealand, some organizations pay their employees in cash. To ensure that each employee receives the correct number of coins and notes for their amount of earnings, you must set up coinage analysis parameters. After you process the cash payments through a payroll cycle, you can then generate the Coinage Analysis Report (R75A0003) to review the number of coins and notes received by each employee with a cash payment.

2.4.1.1 Coinage Allocation Parameters

You set up coinage allocation parameters to specify the minimum number of coins and notes to be issued for a cash payment. Coinage allocation parameters must be set up for each payment range. For example, if an employee makes between 50 AUD and 100 AUD, you might specify that they must receive a minimum of five ten-dollar (AUD) notes. Contact the local taxing authority for information about current coinage allocations for specified payment ranges.

2.4.1.2 Coinage Analysis Report

When you use cash payments to compensate employees, you must be sure that you pay them with the appropriate monetary denominations. After you process pre-payroll, you can generate the Coinage Analysis Report. This report produces a coinage requirements analysis for each employee to ensure that the minimum number of coins and notes are issued for each payment range. This report includes each employee in the pay cycle whose payment type is a cash payment.

Note:

You can access this report from the Australia/New Zealand Reports menu to update processing options and create new versions of the report; however, you cannot run the report from this menu. You must run this report during an active pay cycle using the reporting options on the Pay Cycle Workbench. Typically, this report is run during the payments step of the pay cycle. You can optionally set the report to run during any step other than pre-payroll or final update, however, you cannot process this report before you create payments.

2.4.2 Forms Used to Set Up Coinage Allocation Parameters

Form Name FormID Navigation Usage
Work With Coinage Allocation Parameters W75A0007B Australia/New Payroll Setup (G07BUSP41), Maintain Coinage Allocation Parameters Access the Coinage Allocation Parameters form.
Coinage Allocation Parameters W75A0007A On the Work With Coinage Allocation Parameters form, click Add. Set up coinage allocation parameters.

2.4.3 Setting Up Coinage Allocation Parameters

Access the Coinage Allocation Parameters form.

Effective Thru Date

Enter the date when the course is no longer offered.

Begin Payment Range

Enter the lowest amount of earnings used to associate an employee with a particular earnings range. The employee must receive at least this amount of earnings to be included in this earnings range.

End Payment Range

Enter the highest amount of earnings used to associate an employee with a particular earnings range. If the employee receives more earnings than this amount, he or she is included in the next larger earnings range.

Min Num 1 Dollar

Enter the minimum number of one dollar notes that an employee in the specified earnings range can receive.

2.4.4 Running the Coinage Analysis Report

Select Australia/New Zealand Reports (G07BUSP17), Coinage Analysis report.

2.4.5 Setting Processing Options for the Coinage Analysis Report (R75A0003)

Processing options enable you to specify the default processing for programs and reports.

2.4.5.1 Print Options

Although processing options are set up during JD Edwards EnterpriseOne implementation, you can change processing options each time you run a program.

1. Print Employee Name.

Specify whether the system prints the employee name on the report. Values are:

0: Do not print.

1: Print.

2. Cash Payment Method.

Specify how remainder cash is created. Values are:

A: Auto deposit

C: Cash