Add a Supplier

In the Employer category, updates can be made to high level supplier ("supplier" refers to the staffing company that supplies labor)  information such as the bank account used for payroll, FEIN details, or setting up new users with access to the system. The Employer category is divided into tabs - (L to R) Detail, Branch, user, Wc Code, Bank, Tax, Locality/Country, Accrual Plan, Config Year, and Email.

Note: If you are using BOLD Front Office, create the Division in BOLD first.

CHAPTERS

Create a New Staffing Supplier
Detail Tab
Branch Tab
User Tab
Wc Code Tab
Bank Tab
Tax Tab
Locality/Country Tab
Accrual Tab
Config Year Tab
Email Tab

Create a New Staffing Supplier

1. Navigate to Start page > Actions menu > Admin Tools > Employer. 
2. Right-click on a supplier in the grid. 
   
   
   
3. Select Add New Staffing Supplier from the menu. The Detail tab will populate with blank fields. 
   
   

Detail Tab

1. Complete the setup on the Detail tab.
   
1. Enter the Supplier Information.
   

   Short Name	Short or abbreviated name of the supplier
   Full Name	The complete name of the supplier, typically the full legal name of the business.
   Parent Supplier	If this supplier is an affiliate of any existing staffing supplier in the system, select that supplier from the drop-down list. Note: This field can be left blank if a Root Staffing Supplier is being created.
   FEIN	Enter the employer's Federal Identification Number, as assigned by the Internal Revenue Service.
   Next Invoice Number	Enter the invoice number from which to start.
   Copy Information From	If there are existing suppliers defined in the system, you can copy the supplier properties as well as employer config options for the current supplier.
   Logo	Logos can be attached to be used for various documents, such as Invoices or Payments. Detailed: Add a Company Logo

2. Add any Contact Methods.
3. Enter the Address.
4. Configure the Employer Properties. 
5. Click Save.
   
   

Branch Tab

1. Click the Branch tab to add or edit in the Branch Tab.
1. Click the Add/Edit button. The Branch Administration window will open.
   
   
   
   
   
2. Click the Add New button. The fields below will clear. 
3. Enter in the Site Info.
   

   Site Name

   Name of the branch (site).

   Site Description

   Descriptive name of the branch (site).

   Active

   Check to indicate the branch is active. 

   Using GL

   Check to indicate the branch uses general ledger.

   Default Payment Bank ID

   Set the default bank used for branch payments. The available banks in the list are created in the Bank tab.

   Copy Information From

   Copy configuration settings and setup from an existing branch.

   Supplier Site Type

   Select the type of supplier from the drop down.
   
   

   StaffingSupplierSite	Available as a normal branch.
   StaffingSupplierSiteGroup	Organizational abilities in Admin Tools, but is not available for use as a branch during invoice creation.

   Logo

   Detailed: Add a Company Logo to be used for Invoice and Payment documents. 

4. Add any Contact Methods.
5. Add the Address.
6. Click Save. Repeat these steps until all desired branches have been added. 
   
   

User Tab

1. Add users in the User Tab.
1. Click the Add/Edit button. The Admin User window will open. 
   
   
   
   
   
2. Click the Add New button. The fields below will clear. 
3. Add the User Info.
   

   Username	The unique name of the user. Note: The username must match exactly to the username in the Avionté User Manager or the active directory. Add a new user in the User tab if the username is different in the active directory.
   Description	Description of the user.
   Active	Mark the box if the user is active.
   Is Group	Mark the box if the user is a group.
   Default Site	Select the default site/branch for the user.
   Visible	Mark the box if the user is visible.
   First Name	Enter the first name of the user.
   Last Name	Enter the last name of the user.

4. Select either Apply Group or Copy profile from user Group to apply a group to the user.
   
   Note: A group must be assigned to the user in order to apply properties associated with the user group.
5. Mark the check box if the user is a Calendar Owner. 
6. Select the branches/sites the user has permission to access in the User Permission section.
7. Add Contact Methods for the user. 
8. Click Save. 
   
   

Wc Code Tab

The Wc Code tab is used to manage the Worker's Compensation setup.

1. Click the Add New button. The fields below will clear.
   
   
   
   
   
2. Enter the WcCode Detail information.
   

   WcCode

   The code for Worker's Compensation.

   Description

   A short description.

   Country

   The country the Wc Code is applicable in.

   State

   The state the Wc Code is applicable in. 

   Processing Method

   Select the correct processing method for the WC Cost.
   

   RG	Sum of transaction types in gross wages with OT divided by 1.5, and DT divided by 2.
   FG	Sum of gross wages multiplied by WC rate.
   Hourly	WC Cost calculated based on hours worked.

3. Add WC Rates. 
   

   Rate %	The rate, in percent, of the worker's compensation.
   Cost %	The cost, in percent, of the worker's compensation.
   Start Date	The start date of the worker's compensation.
   End Date	The end date of the worker's compensation.

4. Mark the branches the Wc Code will be shared with in the Shared By section. 
5. Click Save.
   
   

Bank Tab

1. Add banks in the Bank tab.
   
   
   
   
   
   1. Click the Add New button. The fields below will clear.
   2. Enter the Bank Details:
      

      Bank Name	The name of the bank.
      Description	A brief description of the bank.
      Routing Number	The bank's published routing number. A bank's routing number is public information and can be found with a search engine.
      Account Number	The supplier's unique account number. Note: You can only enter one account number per entry. If you have more than one account with a bank, enter the bank's information again in a new entry.
      Next Check Number	Enter the next check number for the account.
      PayCheck Report	Select the desired report for the paychecks from the drop-down menu.
      Generate ACH	Mark to generate ACH files.
      Generate Pos Pay	Mark to generate Positive Pay.
      ACH Fed ID	Enter the ACH Company's Federal ID.
      ACH Company Name	Enter the ACH Company's Name.
      Pay Check Report Info	Enter any information about the paycheck report.
      ACH SP	Enter the stored procedure for ACH.
      Positive Pay SP	Enter the stored procedure for Positive Pay.
      ACH Routing Number	Enter the routing number for ACH.
      Paycheck Report Bank Extra1	Any additional information about the Paycheck report.
      Paycheck Report Bank Extra2:	Any additional information about the Paycheck report.

   3. Click Browse Signature to browse for and select a bank signature, which will appear on the paychecks.
      Note: The accepted dimensions for a bank signature are 2.2 inches by .4 inches.
   4. Select which branches/sites are able to view the new bank by marking the applicable boxes in the Shared By section.
   5. Click Save.
      
      

Tax Tab

Tax Rate Sub-Tab

1. Add tax information into the Tax tab.
   
   
   
   1. Click the Generate button. 
   2. Enter the Tax Rate Details. 
      

      Tax Name	Select the name of the tax from the drop-down menu.
      Tax Percentage	Enter a percentage of tax.
      Lower Limit	The limit the tax cannot be less than.
      Upper Limit	The limit the tax cannot be more than.
      Start Date	The date the tax becomes active.
      End Date	The date the tax is no longer active.

   3. Click Save. 
      
      

Tax EIN Sub-Tab

1.  Select the applicable tax.
2. Enter the 9-digit EIN into the EIN field. 
   
   
   
   Note: If a business is not required to pay these taxes and an EIN is not needed, enter a zero in the EIN field.
3. Click Save.
   
   

Locality/Country Tab

Add country codes and localities in the Locality/Country tab.

Locality Sub-Tab

1. Click Add New button
   
   State Tab
   
   
   
2. Select a Country.
3. Select a State/Province. 
4. Enter any Notes.
5. Enter the Minimum Wage. 
6. Mark if the locality Requires Sales Tax.
7. Click Save.  

City Tab

If you have City Taxes that need to be added; add them in the City Tab

1. 

1. Select a Locality Min Wage
   
2. Enter a name for the City
3. Enter the Start Date
4. Enter the End Date
5. Enter the Minimum Wage
6. Click Save. 

Country Code Sub-Tab

Add country codes in the Country Code tab.

1. Click Add New button
   
   
   
   
   
2. Select the Supplier Name
   
3. Select the Country Code
4. Enter the Minimum Wage
   
5. Click Save button

Accrual Tab

Set up accrual plans in the Accrual tab.

1. Click Add New button
   

1. 1. Enter in the Benefit Plan information.
      
      
      

      Accrual Plan

      Name of the accrual plan.

      Description

      Description of the accrual plan. 

      Rate Type

      Select the rate type of the accrual plan. 
      

      Per Pay Period	Accrued based on pay periods.
      Hours Worked	Accrued based on hours worked.

      Note: For Canadian suppliers this defaults to wage-based weekly pay-period.

      Rate

      The decimal rate calculated. 
      

      Note: For Canadian suppliers this applies to wages instead of hours. Example: 4% of gross wages is accrued for later payout or included in weekly pay defaults to wage-based weekly pay-period.

      Unlimited Carryover

      Mark if there is no carryover limit. 

      Allowed Carry Over

      The total amount of units that can be carried over. 
      

      Note: This field will be uneditable if Unlimited Carryover has been marked. 

      Pay Period Limit

      The maximum units that can be accrued in one pay period. 
      

      Note: Often Pay Period Limit is same as Rate. For example, if choose by pay period and don’t set a limit, they could get 5 checks for different things in a pay period and shouldn’t necessarily get vacation for each check. This is not available for Canadian suppliers.

      Yearly Limit

      The maximum units that can be accrued in one year. 
      

      Note: This is not available for Canadian suppliers.

      Yearly Date Type

      Select the date used when determining yearly carryover. 
      

      Yearly Date	Defaults to 1/1.
      Anniversary Date	The employee's date of hire.

      Initial Balance

      The starting balance of a depletion plan.
      

      Note: This is not available for Canadian suppliers.

      Max Accrual Balance

      The maximum amount of units allowed at one time.
      

      Note: This is not available for Canadian suppliers.

      Processing Method

      A customized method by which the accrual will be processed.
      

      Note: This can be set up through Avionté support.  

      Pay Type

      Set how the accrual will be disbursed. 
      

      Accrue for Later Payout	Accrued, but not included in weekly pay.
      Include in Weekly Pay	Accrued and paid out weekly in pay.

      Note: This is only available for Canadian suppliers.

      Active

      Mark if the accrual plan is active. 

   2. Click Save. 
      
      

Config Year Tab

Set up yearly tax information in the Config Year tab.

1. 1. Select the Year from the dropdown.
   2. Modify the Start and End Dates if needed. 
   3. Modify the quarterly dates if needed. 
   4. Click Save. 
      
      

Email Tab

Set up an email profile in the Email tab.

1. 1. Enter the Supplier Email Profile information.
   2. Click Send Test Email button once completed
      
      
      

      Profile Name	The name of the email profile.
      Email Address	The email address for the profile.
      Reply To Email Address	The email address used for received replies.

      
      
      
      
   3. Create a Signature. 
   4. Click Save.
   5. Click Send Test Email and verify an email has been received in the designated email address account.