Printing Payment Forms and Cheques from Personnel Payments
This page describes printing Personnel Payments in the Expenses module.
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You will often need often need to print certain documents associated with Personnel Payments. These may be remittance advices, cheques or documents used to gain internal authorisation for a Payment.
Note that if you need to print a remittance advice and/or a cheque, only a single document can be printed from a particular Personnel Payment. So, you will need to enter separate Personnel Payment records for each member of personnel being paid if you need separate documents to be printed for each Person. If a Personnel Payment record contains payments to more than one Person, separate payment forms will not be printed for each one.
If you want to print a remittance advice and a cheque together, you can do so, providing some set-up work has been carried out in advance. You can choose to print two Form Templates from the same form (as described below), or you can design a Form Template that combines a remittance advice with a cheque.
To determine the Form Template that will be used when you print the Payment, follow the steps described below using Windows or Mac OS X (not iOS or Android). In this example, we describe the configuration that is needed for a remittance advice and a separate cheque to be printed one after the other:
- Using the Form Template register in the System module, design the remittance advice and the cheque. Use the 'Properties' function on the Operations menu to name the Form Templates (in this description, we have used the names "PERS_REM_ADVICE" and "PERS_CHEQUE" respectively) and to assign them both the Form Type "Personnel Payment Receipt". A full list of the fields you can include in the Form Template design can be found here.
A file containing samples Form Templates is supplied with Standard ERP. This file includes "REM_ADVICE" and "REM_CHEQUE" that are intended for use in the Purchase Ledger. You may be able to duplicate these Form Templates and use them as the basis for your "PERS_REM_ADVICE" and "PERS_CHEQUE" designs. When doing so, change the Form Type to "Personnel Payment Receipt" to make sure the appropriate fields are available for inclusion in the designs. "REM_ADVICE" is a standard remittance advice, and "REM_CHEQUE" is a remittance advice incorporating a cheque.
- Select the Expenses module using the [Switch Module] button in the Navigation Centre or the Ctrl-0 (Windows and Linux) or ⌘-0 (Mac OS X) keyboard shortcut.
- Click the [Forms] button in the Navigation Centre or use the Ctrl-D/⌘-D keyboard shortcut. The 'Forms' list window will be opened showing a list of available documents. Highlight 'Personnel Payment Receipts'.
- Select 'Define Form' from the Operations menu (with the "cog" icon):
- Use the Sequence column in the subsequent 'Form Definition' window is used to determine the order in which the Form Templates will be printed. If, for example, you need a remittance advice to be printed first, on the first line enter "1" as the Sequence Number and "PERS_REM_ADVICE" as the Form Template (you can use 'Paste Special' from the Form Template field to ensure the spelling is correct). On the second line, enter "2" as the Sequence Number and "PERS_CHEQUE" as the Form Template. You can use the Printer column to print the two Form Templates on different printers if necessary: you may have a dedicated printer for your cheque stationery. You can, of course, specify on a third line that an internal authorisation document is also to be printed.
If you only want to be able to print Payments that have been marked as OK, enter 'OKed' in the Status column in every row in the 'Form Definition' window. This will prevent the printing of Payments that have not yet been marked as OK. Note however that this will also prevent the printing of Payments that have been marked as Ordered but not OK.
- Click [Save] to save the Payment Form definition. From now on, whenever you print a Personnel Payment Receipt, the remittance advice and the cheque will be printed, on different printers.
You can print a Personnel Payment Receipt using one of two methods:
- When viewing an individual Personnel Payment record, click the Printer icon (Windows/Mac OS X) or select 'Print' from the File menu (all platforms). If you want to print to screen, click the Preview icon (Windows/Mac OS X only).
- If you need to print several Personnel Payments at once, first ensure you are in the Expenses module. Then, if you are using Windows or Mac OS X, click the [Forms] button in the Navigation Centre and double-click 'Personnel Payment Receipts' in the subsequent list. If you are using iOS or Android, tap the [Routines] button in the Navigation Centre and then tap [Forms]. Tap 'Personnel Payment Receipts' in the 'Forms' list window. Enter the Personnel Payment Number (or a range of numbers) to be printed and press the [Run] button.
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The Personnel Payment register in Standard ERP:
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Go back to:
Introduction to the Personnel Payment Register
