Scenario "Payment Rules"

The "Payment Rules" functionality is related to the setup of the "Employee Bank Account Matrix" and the "Payment Status Details". It is designed to define the conditions for employee payments by periods, bank accounts, as well as the ability to set a planned amount and employee posting groups. At the same time, the system displays the amount of actual payments and automatically determines the remaining amount to be paid for each employee for a specific period, for the period in which the corresponding payment rule is valid.

Using the functionality allows you to:

• plan payment amounts in any currency for a specific period;
• control the fact of payments execution;
• determine the remaining amount to be paid;
• restrict changes to payment rules for which payments have already been executed.

This functionality works only if the corresponding parameter "Create Payment Status Details" is enabled in the Human Resources and Payroll module setup.

Step 1 Setup of creating Payment Status Details

If the field "Create Payment Status Details" is enabled in the Human Resources and Payroll module setup, the system:

• activates the "Payment Status Details" button on the "Employee Bank Account Matrix" page;
• allows entering information into the Amount and Currency fields on the "Employee Bank Account Matrix" page;
• automatically creates payment status records when records are entered into the employee bank account matrix;
• automatically creates payment status records for the next period when posting the final payroll document, if the employee is not terminated;
• updates information in the payment status details about actual payments according to the corresponding rule from the matrix during posting of payment documents;
• restricts the ability to change payment rules if payments for the corresponding period already exist.

Step 2 Employee Bank Account Matrix

The "Employee Bank Account Matrix" page is used to define payment rules for an employee. The number of payment rules is not limited. For example, you can define a rule according to which, for payments by a specific employee posting group, a particular payment bank and the corresponding recipient account are used. Or define a payment amount limit where one part is paid to the recipient account from one Company bank account, and another part is paid from another Company bank account. It should be noted that payment accounts must be different; it is not possible to configure a rule with an amount limit for payments from the same Company account.

For each employee, when creating the matrix, you can define:

• the period from which the rule is valid;
• the Company bank account;
• the employee bank account;
• the planned payment amount (this field is active only if the corresponding setup is enabled);
• the payment currency (this field is active only if the corresponding setup is enabled).

The system uses these rules when generating the payment journal. Also, when generating the payment journal, filtering by an additional employee posting group can be used; in this case, the system will select amounts according to the employee posting groups specified in the matrix.

To maintain information on the "Employee Bank Account Matrix" page, the following fields must be completed:

Field	Description
Period Code	The period from which the payment rule becomes valid. The field is mandatory.
Employee Code	Specify employee codes that can receive payments to different recipient bank accounts and/or from different sender bank accounts. Note that if the Company bank code is already specified on the Employee card, before inserting a record into the Employee Bank Account Matrix, the system will display a message that the "Company Bank Code" field on the Employee card will be cleared. Also, a reverse validation applies, namely, if there is a record for the employee in the Employee Bank Account Matrix, it will be impossible to fill in the "Company Bank Code" field on the Employee card.
Company Bank Code	The value of the bank account from which payments to the employee can be made. Since it is possible to set a filter by this field when generating payments, an employee for whom several records have been created in the matrix with different Company bank accounts will be included in each such payment journal.
Employee Bank Code	Selection from the list of employee bank accounts to which the employee will receive funds when payment is made from a specific Company bank.
Amount	Planned payment amount for the employee. Optional field. Only positive values are allowed. If there is no amount limit, the value in the field must be 0.00.
Currency	Currency of the planned payment amount. Optional field.
Employee Posting Group	Optional field. If it is filled in, the system checks the Employee Bank Account Matrix setup when generating the payment journal. It searches for the recipient account where the same posting group is specified as for the payment line and automatically inserts this account into the journal. That is, an automatic matching of the payroll posting group with the employee posting group specified in the matrix takes place.
Priority	If an employee can receive payments from one Company bank to different employee accounts, it is necessary to specify the priority recipient account that will be selected when generating the payment journal. If at some point payment from the same Company bank is to be made to another recipient account, then before generating the payment journal, the priority of the accounts must be changed.
Blocked	Optional field. If this option is set, the corresponding payment rule will not be used when generating payments.

Button "Payment Status Details" Clicking opens the page with a list of payment status records for all rules for all possible periods for the selected employee.

FactBox "Payment Status Details" Displays summarized information about payment status detail records for the selected employee.

Step 3 Payment Status Details

The "Payment Status Details" page is used to view information about planned payments, actual executed payments, and the remaining amount to be paid for each individual employee.

Field	Description
Period Code	The period from which the payment rule becomes valid. The field is mandatory.
Employee Code	Specify employee codes that can receive payments to different recipient bank accounts and/or from different sender bank accounts. Note that if the Company bank code is already specified on the Employee card, before inserting a record into the Employee Bank Account Matrix, the system will display a message that the "Company Bank Code" field on the Employee card will be cleared. Also, a reverse validation applies, namely, if there is a record for the employee in the Employee Bank Account Matrix, it will be impossible to fill in the "Company Bank Code" field on the Employee card.
Matrix Entry No.	Technical field. Defines the number of the related line in the employee bank account matrix.
Status	Determined automatically. The status takes the value Paid if the remaining amount to be paid equals 0 for the given payment rule for the corresponding period.
Company Bank Code	The value of the bank account from which payments to the employee are made according to this rule.
Employee Bank Code	The employee account to which the employee will receive funds when payment is made from a specific Company bank.
Planned Amount	Planned payment amount for the employee. If there is no amount limit, the value 0.00 should remain in the field.
Planned Currency	Currency of the planned payment amount. Optional field.
Total Amount of Posted Operations, LCY	The total amount of all payments executed according to the specified rule in local currency.
Total Amount of Posted Operations in Planned Currency	The total amount of all payments executed according to the specified rule and displayed in the planned payment currency.
Blocked	Optional field. If this option is set, the corresponding payment rule will not be used when generating payments.

Step 4 Report "Create Payment Status Details"

On the request page of this report, it is mandatory to specify the period code for which the Payment Status Details must be created. If records for the given period already exist (regardless of data), the system will skip creation or update of the data.

This report should be used in situations where payment status details for a certain period for an employee do not yet exist, but it is already necessary to create a payment taking into account the payment rule. This may occur, for example, when:

• information was not entered in time into the bank account matrix for a newly hired employee. For example, the employee was hired, the final payroll document was posted for them, and only after that the records were created in the matrix. Records for the current period will be created in the details, but not for the next one, because the payroll document had already been posted before that.
• the employee has been terminated and in the next month after termination an additional accrual is performed, which must be paid according to a specific rule. In this case, this additional accrual should be posted through the final payroll document, and then the report should be used to create payment status details for the accrual period, and only after that should this additional amount be paid.