Overview
Updated 06/24/2021
- What is the process for merging invoices?
- What are the options for billing (instead of paying) a secondary supplier?
- Why do my invoices have a rounding error?
- What is the difference between Max % and Max Deduction %?
- Why create default taxes?
- Cash has been posted in AR to an invoice. How is this undone?
- Payroll has been processed, but a deduction is missing - how is this fixed?
- How is a message included on paychecks in a certain batch?
- How can paychecks be dated for a specific day?
- How is a transaction removed from a billing batch?
- What is a batch and what does it do?
- How is the bank changed in a payroll batch that has already been created?
- Can a transaction be added to a closed batch?
- How can an agency check be corrected?
What is the process for merging invoices?
- Navigate to Invoice > Search section.
- Search for the base invoice (using the invoice number you want to display for your merged invoice).
- Select Invoice Merge from the Invoice Actions menu.
- In the Invoice Merge window, add the invoice number(s) of all merge-able invoices into the left column and tab off the line.
- After all of the invoice numbers of the invoices you wish to merge are in the left column, select the invoice number that will display on the merged invoice in the right column.
- Click Next.
- Select transactions to be included.
- Click Finish. The merged invoice should display
What are the options for billing (instead of paying) a secondary supplier?
When billing a secondary supplier that may be providing backup help, there are three options. The first is the recommended solution.
- Set up an Agency and Employee record. In the Service Info for the agency, check the box Pay Not Required (assuming you are paying the agency out of your GL). Uncheck the W2 option on the employee and attach to the agency. Create the assignment and process through on Bill Unit/Rate Only through Time Entry. The transaction will show on the invoice. This requires a user permission allowing user to edit W2 employees - see Admin Tools - Config Option (User_UserSetting: AllowEditIsW2). (Best practice)
- Create a bill-only transaction in Time Entry. This will display on the invoice without an employee name.
- Create a bill-only transaction and in Invoice text in Cardview, include the name to display on the invoice. This will then display differently than the other transactions on the invoice.
Why do my invoices have a rounding error?
There are a few reasons why invoices might be a few cents off from their expected values. The most common reason is due to the rounding process that occurs within Avionté. When calculating pay and bill amounts, Avionté stores the entered pay, bill and markup rates, but will round up any calculated number to two decimal places.
Daily time rounding:
- Monday: $13.23 * 7.25 hours = $95.9175 = $95.92
- Tuesday: $13.23 * 7.25 hours = $95.9175 = $95.92
- Wednesday: $13.23 * 7.25 hours = $95.9175 = $95.92
- Thursday: $13.23 * 7.25 hours = $95.9175 = $95.92
- Friday: $13.23 * 7.25 hours = $95.9175 = $95.92
Making that week's payout $479.60
But, if calculated weekly:
13.23 * 36.25 hours = $479.5875
Which, when rounded, makes the payout for this week $479.59.
This same process applies in other cases but usually doesn't cause differences of more than a few pennies.
What is the difference between Max % and Max Deduction %?
Max % is the most that can be deducted from an employee’s paycheck. The percentage varies by state (MN is 50%, CA is 65%). The intent is to leave the employee with adequate disposable income (DI) on which to live.
Max Deduction % indicates whether a specific deduction must be fully funded (100%) or else it will not occur, or, if it can be only partially funded (e.g., 50%). If partial, then it will share available deductible dollars with other deductions, based on sequence. As an example, if there are only two deductions of $100 each, both at Max Deduct 50% and both Sequence 1, and if a MN employee has $200 available for deductions, the two deductions will get $100 each. If employee only had $100 available for deductions, then each would get $50.
Why create default taxes?
Creating default taxes is a way for default state and federal taxes to populate on the employee record. If default taxes are not created, Avionté will generate an error because the system does not recognize taxes being set up for the employee.
Cash has been posted in AR to an invoice. How is this undone?
Run a batch type of AR Adjustment and put in a negative payment to the invoice or open a normal batch and post a negative payment there as well. This will depend on the GL setup, but a reason should be entered as well.
Payroll has been processed, but a deduction is missing - how is this fixed?
If the check is still in hand, void the check through Paycheck > Actions > Void. When selecting the void, ensure that “generate original pay units” is selected. This will bring that employee back into Time Entry so time can be reentered and information can be rerun through Payroll. Before re-running Time Entry and Payroll, set up that deduction and rerun that employee’s Payroll (Time Entry first, then Payroll).
How is a message included on paychecks in a certain batch?
In the Payroll section, when creating a batch, a message can be entered in the New Payroll Batch window's Message text box.
To enter a message for one employee, run that employee's check in a separate batch with a message in that Payroll Batch window's Message text box.
For an existing batch that is still active, choose Edit Batch from the Actions menu and enter a message in the Edit Payroll Batch window.
How can paychecks be dated for a specific day?
When creating a payroll batch via Back Office Menu > Payroll > New Batch set the date in the Check Date field to the date desired.
How is a transaction removed from a billing batch?
As long as the batch has not been processed, all transactions can be viewed with the shortcut button View Transactions. Use the "X" (remove) button to remove a transaction.
When selecting transactions, a specific group can be opened by clicking the “plus” button. Deselect transactions that should not be included.
What is a batch and what does it do?
- Time Entry
- Payroll
- Billing
Each of these sections use batching to move transactions from one end of the process to the next. However, in each of these cases they operate on a different scope.
For Time Entry it is common to create a batch of selected transactions. A user can choose whatever grouping they want from the available transactions, but will only be allowed to modify the chosen transaction with that batch.
For Payroll, a user could still do it by transactions, but it is more common to do them by Employee, or assignment. In this case, the user could be using transactions that were in differing time entry batches before. An example being a user wanting to pay an employee that has worked on two seperate assignments, or at a company for an extended period in one go.
And in Billing the scope is even wider, and a user can process all of the transactions done in that month, or by a group of customers, or even all unprocessed transactions that have passed through Payroll.
How is the bank changed in a payroll batch that has already been created?
If the batch is still open, navigate to Main Menu Back Office > Payroll > Actions > Edit Batch then edit the value in the Bank field.
Can a transaction be added to a closed batch?
No. Once a batch is closed, a new transaction must be created.
Navigate to Main Menu > Back Office > Time Entry > Home > Actions > Create Transaction From Assignment
Related error message: "These transactions are already in an active batch."
How can an agency check be corrected?
An incorrect agency check should only be voided or reissued. It should never be reversed. It should be reissued if the physical check was made unusable either through damage or loss. The agency check should be voided is the case where it was issued incorrectly with an over- or under-payment, or an incorrect payee.
Note: In versions 16.1 and newer, an error message will display preventing any non-employee (agency) check to be reversed.
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