Create Liability Bills

Form ID: (PR503000)

You use this form for filtering and selecting payroll liability records and converting them into Accounts Payable bills that can be further processed in the accounts payable. Once it has been processed, a liability record no longer appears in the table on this form.

The status of the paycheck linked with the liability changes from Released to Liability Partially Paid if the liabilities created by the paycheck have been partially processed or to Closed if all linked liabilities have been processed.

After a paycheck with linked liabilities has been voided, the system does the following:

  • It deletes the liabilities linked to the voided paycheck if they have not been previously processed.
  • It creates liabilities with negative amounts linked to the void paycheck that correspond to the previously processed liabilities linked to the voided paycheck.

If you process a liability with a negative amount, the system creates a debit adjustment with a positive balance.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.

Button Description
Process Creates AP bills for the liabilities you have selected.
Process All Creates AP bills for all listed liabilities.

Selection Area

By using this area, you can specify the filtering criteria for the liability records to be listed in the table and the settings to be used for the new AP bills.

Table 1. Filter Section
Element Description
Type The type of liability records that you want to be listed in the table. The following options are available: Deduction, Benefit, and Tax.
Vendor The identifier of the particular vendor whose liabilities you want to be listed in the table. Leave the box empty if you want to view a list of the unprocessed liabilities of all vendors.
Branch The identifier of the branch for which the AP bills will be created.
Table 2. Settings Section
Element Description
Bill Date The date as of which the AP bills will be created.

By default, it is the current date, but you can select another date if needed.
Single line per invoice A check box that indicates (if selected) that the system will create a separate AP bill for each selected record.
Create zero amount lines on bill A check box that indicates (if selected) that the system will create records for zero amount invoices.
Total A read-only box that displays the total liability amount of the records selected in the table.

Table

This table displays the details of the liabilities the system has selected in accordance with the settings you specified in the Selection area. Only liability records and amounts that have not been previously processed may be included in the table.

You can initiate the processing of all listed records at once by clicking Process All on the form toolbar, or you can select particular records by using the check boxes in the unlabeled column and then click Process on the form toolbar to process only the selected records.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column Description
Selected A check box that indicates (if selected) that this liability record will be included in the processing.
Type The type of liability represented by this detail line.
Document Type The type of the paycheck to which the liability in this detail line is linked.
Reference Nbr The reference number of the record.
Code The unique identifier of the payroll code used to generate the liability.
Description The description of the code.
Branch The identifier of the branch for which the AP bills will be created.
Vendor The vendor that is owed the liability.
Employee The unique identifier of the employee.
Employee Name The full name of the employee.
Transaction Date The date of the transaction.
Amount The amount of the liability.