The Payee option is used to create Payee records that can be used for Single or Multiple Vendors with the same address using a single Vendor Number.  The Payroll Item Configuration is connected with a payee. The Vendor Number is stored in the Payee. The Payee holds the address information and Vendor Number while the Payroll Item Configuration option allows you to add, change, delete, or view Payroll Item Company's Information.  A Payee will need to be created first before a Payroll Item Configuration can be added.

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Search/View Payee

The Payee Grid

The Payee option holds the payroll item company's information - such as name, number (formerly known as vendor number in Classic), address, phone number, and fax number.  Once the Payee is created, it can be assigned to a Payroll Item Configuration using the Payee field.  Keep in mind, a Payee will need to be created before it can be added to a Payroll Item Configuration.  Assigning a Payee to a Payroll Item Configuration will result a single payment.Assigning the same Payee to multiple Payroll Item Configurations will result in like Payees being combined into one payment.  ‘Numbers’ are not used in USPS or tied to USAS. For more information regarding how USAS uses Payee information from the USPS, please click here. 

Searching/Viewing Payee

The Payee grid allows the user to search for existing Payee records. You can either enter in the Number number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose be displayed. You can then select the item you are wanting to view .  Example - Name is one of my grid options. If I type in %Stat% by clicking on Image Added. Clicking on Image Added will allow the record to be edited and selecting Image Added will allow the record to be deleted. For example - Name is listed on the grid. If %Stat% is entered (% is used as a wildcard) in the Name grid filter field, all occurrences of any Payee that has Sta in the name will appear. You can then click on the Image Removed next to the Payee you are searching for to view the data relating to this Payee or click on the Image Removed to edit the record or Image Removed to delete the record.

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Highlight Viewer

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Highlight Viewer Payee

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To use the ' Highlight Viewer', select locate the row in Payee on the grid to viewand single click anywhere on that line.  The ' Highlight Viewer ' details will appear on the right hand side will appear:

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Create Payee 

1. From the Core menu select Payee
2. Click on Create
3. Enter in the Payee Number, Name, Second Name, If this is to be setup as an Electronic Payment check the appropriate box. Complete Address, Phone and fax information.
4. Click on Image Removed to create the Payee account, click on cancel to not create the Payee and return to the Payee Query.

Creating a Payee Template Record

A Payee template record can be created by clicking on the Image Removed button. You will then populate any recurring field that may be needed on the record. You can setup multiple template records for different types of payees.  Once these fields have been populated you can then click on the Image Removed button. You will then receive a prompt to Image Removed. You will type in the name of your template and then click Image Removed.

Utilization of a Payee Template Record  

To create a new Payee record using the Payee Templates click Image Removed. You can then click on  Image Removed which will allow you to select from the template(s) you created. The data that was previously stored when you created this template will populate on the Payee record you are creating. You can then add the remaining Payee data needed and click Image Removed to complete the creation of this record. If you do not want this record saved you can click the Image Removed button.

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Edit Payee

1. The Payee Grid allows the user to search for existing Payee records. You can either enter in the Code or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item you are wanting to edit.  Example - Name is one of my grid options. If I type in %Sta% (% is used as a wildcard) in the Name field, all occurrences of any Payee that has Stat in the name will appear.
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2. You can then find the Payee you are wanting to edit and Click on Image Removed to edit the Payee.
3. Make desired changes
4. Click onImage Removedto save desired changes to Payee, click on Image Removedto not posted changes and return to the Payee grid.  
       
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Delete Payee

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Archiving Payee

Payee's can be Archived. When Payees are archived, by default those Payees will not be listed on the Payee grid. 

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1. From the Payee grid, locate the appropriate Payee.

2. Click the Edit option.

3. Mark the Image Added checkbox.

4. Click Save.

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To view archived Payee's, mark theInclude Archived checkbox - located at the top of the grid.

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Audit Reporting Payee

After a Payee record has been created, any changes made to a Payee record can be viewed by running the Audit Report. One must be in the View mode in order to see the Audit Report option.

1. To access the View mode, click on the Image Added button.

2. Select the Audit Report.

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3. Enter a Start Date and Stop Date and click Generate Report.

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Create Payee

If a new Payee needs to be added, use the Create option. 

1. Click on Create.

 Field Definitions:

• Number-(Optional)Unique number identifying the Payee. The Number must follow these requirements:

  • Maximum of 8 digits.

  • Can not include alpha or special characters.

• Name - Payee name.

• Second Name - Additional Payee name.

• Electronic Payment - If the payment is to be processed as an electronic payment, mark the checkbox. If the Electronic Payment checkbox is not marked, a physical check will be generated.

• Street 1 - Street name.

• Street 2 - Additional street name.

• City - City name.

• State - Two digit State code. Click here for a list of state abbreviations.

• Postal Code - Postal code.

• Foreign Address - (If applicable) Enter mark the Foreign Address checkbox.

• Province - (If applicable) Enter the province.

• Country - (If applicable) Enter the county.

• International Code - (Optional) Enter the international phone code.

• Number - (Optional) Enter the phone number.

• Extension - (Optional) Enter the phone number extension.

• Unlisted - (Optional) Is the phone number unlisted? If yes, mark the Unlisted checkbox.

• International Code - (Optional) Enter the international fax code.

• Number - (Optional) Enter the fax number.

• Extension - (Optional) Enter the fax number extension.

• Unlisted - (Optional) Is the fax number unlisted? If yes, mark the Unlisted checkbox.

• Archived - To archived the Payee, mark the checkbox. By default, archived Payees will not be listed on the Payee grid. 

2. Click Save to create the record or click Cancel to not create the record and return to the Payee grid.

Edit Payee

Payees can be updated by using the Edit option.

1. From the Payee grid, locate the appropriate Payee.

2. Click the Edit option.

3. Update the record with any applicable changes.

4. Click Save to update the record or click Cancel to not update the record and return to the Payee grid.
       

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Delete Payee

Payees that are not referenced (meaning the Payee isn’t associated with a past payee payment) can be deleted by using the Delete option.

1. From the Payee grid, locate the appropriate Payee.

2. Click the Delete option.

3. A pop-up window will appear. Click Delete to remove the record or click Cancel to not delete the record and return to the Payee grid.

Advanced Query Payee

The Advanced Query option is a more elaborate search where the user selects the property field to search on, the operation to search by, and enters what they are searching for.  More information on using the Advanced Query option can be found here.

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Mass Change Payee

Multiple records can be updated at once using the Mass Change option. More information on the Mass Change option can be found here.

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Report Payee

A report from the grid can be created using the Report option. More information on creating a report from the grid can be found here.

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