THIS IS A TEST INSTANCE. ALL YOUR CHANGES WILL BE LOST!!!!
From time to time you will need to use the features found in other OFBiz applications in support of some HR App features. This section describes these usage scenarios.
In the Accounting application you can setup agreements to define your employments and write checks to pay your employees.
Although managing the payroll is not a part of HR App the task is so important to the basic HR App requirement to process worker transactions that we will cover it here. You write paychecks to an employees in the OFBiz accounting application. In OFBiz pay checks are paid against an invoice type Payrol, so the first thing to do is create an invoice type Payrol. As you progress through the steps to create a Payrol a payment is created for the invoice. You navigate to the payment then return to the invoice to complete the activity.
To crate a Payrol type invoice:
Log into the Accounting application and select Invoices from the main menu.
In the New Purchase Invoice screenlet Invoice Type drop-down-list select Payrol.
In the From Party ID field enter the party id of the employee to be paid.
Click Create.
A new invoice is created and header screen is displayed. The status in the Header screenlet is In-Process.
Click Items.
The Add a new invoice Item screenlet opens and presents three sets to record types related to payroll: Earnings and Hours, Taxes, and Deductions from Gross. Each type has fields Quantity and Amount. Enter positive number in all fields, the applications will process debits and credits accordingly so it is not necessary to enter a negative amount for a payroll deduction.
Some examples: Hourly Rate Q 40 A 20 (40 hours at 20 per hour), Federal Withholding Q 1 A 120, 401K Emp Q 1 A 250. Fill in these fields as required and click the Add button.
Note There are a large number of fields on this screen and it is important to enter the correct information. A discussion of each fields outside the scope of this document. It is recommended that you throughly examine the outcome of each entry in a test environment and review results with your accountant before using this feature.
The records created in the previous step are displayed above in the Items screenlet.
Continue to edit and update in the Items screenlet as necessary. You can return to the Add a new invoice Item screenlet to Add additional items if necessary.
When all of the invoice items are correct click Status To Approved button in the menu above the Items screenlet. The status in the Header screenlet is Approved. The Applied Payments screenlet displays the record for the associated invoice payment.
Note Setting Status to approved locks down the invoice header and invoice items so that no changes can be made. Also note the screenlet Applied Payments. A payment record was created that you will use to write the paycheck. The amount of the payment is net of any deductions from the items entered in step 5. Those items are displayed in the Items screenlet. Here you can see deductions shown as negative amounts.
In the Applied Payments screenlet click Payment Id text to navigate to the invoice's Payment record.
Click Print As Check in the status menu bar. A PDF that can be printed onto a blank check is created. Print and deliver the check to the employee.
As an optional step you can click the Update button in the Payment Header screenlet and enter the check number in the Comments section. The comments show in the Search Results, this enables you to search for a check number in the Payments search screen.
In the status menu click the Status To Sent button. This triggers the creation of the accounting transactions, they are displayed in the Transactions screenlet. At this point the transactions can set to void.
In the status menu click the Status to Confirmed. The void option is no longer available. You will now return to the Invoice to complete it's transactions.
In the Payments Applied screenlet click the button Invoice Id. The invoice Overview screen opens.
In the status menu click the button Status to Ready. This completes the process.
Check It Out
After you complete the process if you select Accounting Manager > Invoices filter on Invoice Type = Payrol and click Find you will see your invoice at the top of the list. The status should = Paid and the Outstanding amount = 0.
If you select Accounting Manager > Payments filter on Payment Type = Payroll Payment and click Find you will see your payment at the top of the list. The status should = Sent and the Amount Applied = the Amount.
To Copy a Payrol type invoice:
Once you have processed an invoice for an employee you can use the Copy command to duplicate the invoice the next time you need to pay this person.
Log into the Accounting application and select Invoices from the main menu.
In Search Options enter the party id of the payee in the From Party ID and click Find.
In the Invoice Id field click the button for the invoice you want to copy. The invoice Overview screen for the selected invoice opens.
In the status menu click Copy. The screen is refreshed. The screenlets, where appropriate, have Upstate buttons for modifying the copied information.
Click the Update button in the Header screenlet. The Header screenlet opens. Update the Invoice Date and Due Date fields. Click the Update button.
Click Items in the Feature Menu Screen. The items from the copied invoice are populated in the Items screenlet saving you from duplicating the entry process.
Update Items as needed.
Add new items using the Add a new invoice Item screenlet if new items are needed.
When all of the invoice items are correct click Status To Approved button in the menu above the Items screenlet.
The remainder of the process is the same as from step 9 in To crate a Payrol type invoice above.
The above two process appear complex but after you have done them a few time you will see they can be completed very quickly. Practice using the Employee's DemoEmployee, DemoEmployee1, DemoEmployee2, DemoEmployee3 that are set up by the Ant task load-demo.