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Add a Supplier

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Overview

In the Employer category, updates can be made to high level supplier ("supplier" refers to the staffing company that supplies labor)  information such as the bank account used for payroll, FEIN details, or setting up new users with access to the system. The Employer category is divided into tabs - (L to R) Detail, Branch, user, Wc Code, Bank, Tax, Locality/Country, Accrual Plan, Config Year, and Email.

 

Create a New Staffing Supplier

  1. Navigate to Start page > Actions menu > Admin Tools > Employer. 

  2. Right-click on a supplier in the grid. 




  3. Select Add New Staffing Supplier from the menu. The Detail tab will populate with blank fields. 

 

Detail Tab

  1. Complete the setup on the Detail tab.




    1. Enter the Supplier Information.

      Short Name Short or abbreviated name of the supplier
      Full Name The complete name of the supplier, typically the full legal name of the business.
      Parent Supplier If this supplier is an affiliate of any existing staffing supplier in the system, select that supplier from the drop-down list.
      Note: This field can be left blank if a Root Staffing Supplier is being created.
      FEIN Enter the employer's Federal Identification Number, as assigned by the Internal Revenue Service.
      Next Invoice Number Enter the invoice number from which to start.
      Copy Information From If there are existing suppliers defined in the system, you can copy the supplier properties as well as employer config options for the current supplier.
      Logo Logos can be attached to be used for various documents, such as Invoice or Payments. Add a Company Logo


    2. Add any Contact Methods.

    3. Enter the Address.

    4. Configure the Employer Properties

    5. Click Save.


Branch Tab

  1. Click the Branch tab to add or edit in the Branch Tab.

    1. Click the Add/Edit button. The Branch Administration window will open.




    2. Click the Add New button. The fields below will clear. 

    3. Enter in the Site Info.

      Site Name Name of the branch (site).
      Site Description Descriptive name of the branch (site).
      Active Check to indicate the branch is active. 
      Using GL Check to indicate the branch uses general ledger.
      Default Payment Bank ID Set the default bank used for branch payments. The available banks in the list are created in the Bank tab.
      Copy Information From Copy configuration settings and setup from an existing branch.
      Supplier Site Type Select the type of supplier from the drop down.

      StaffingSupplierSite Available as a normal branch.
      StaffingSupplierSiteGroup Organizational abilities in Admin Tools, but is not available for use as a branch during invoice creation.
      Logo Attach an image to be used for Invoice and Payment documents. 


    4. Add any Contact Methods.

    5. Add the Address.
       
    6. Click Save. Repeat these steps until all desired branches have been added. 


 

User Tab

  1. Add users in the User Tab.

    1. Click the Add/Edit button. The Admin User window will open. 




    2. Click the Add New button. The fields below will clear. 

    3. Add the User Info.

      Username The unique name of the user.
      Note: The username must match exactly to the username in the Avionté User Manager or the active directory. Add a new user in the User tab if the username is different in the active directory. 
      Description Description of the user.
      Active Mark the box if the user is active.
      Is Group Mark the box if the user is a group.
      Default Site Select the default site/branch for the user. 
      Visible Mark the box if the user is visible.
      First Name Enter the first name of the user.
      Last Name Enter the last name of the user.


    4. Select either Apply Group or Copy profile from user Group to apply a group to the user.
      Note: A group must be assigned to the user in order to apply properties associated with the user group.

    5. Mark the check box if the user is a Calendar Owner. 

    6. Select the branches/sites the user has permission to access in the User Permission section.

    7. Add Contact Methods for the user. 

    8. Click Save


Wc Code Tab

The Wc Code tab is used to manage the Worker's Compensation setup.

    1. Click the Add New button. The fields below will clear.




    2. Enter the WcCode Detail information.

      WcCode The code for the Worker's Compensation.
      Description A short description.
      Country The country the Wc Code is applicable in.
      State The state the Wc Code is applicable in. 
      Processing Method Select the correct processing method for the WC Cost.
      RG Sum of transaction types in gross wages with OT divided by 1.5, and DT divided by 2.
      FG Sum of gross wages multiplied by WC rate.
      Hourly WC Cost calculated based on hours worked. 


    3. Add WC Rates

      Rate % The rate, in percent, of the worker's compensation.
      Cost % The cost, in percent, of the worker's compensation.
      Start Date The start date of the worker's compensation.
      End Date The end date of the worker's compensation.


    4. Mark the branches the Wc Code will be shared with in the Shared By section. 

    5. Click Save.


  1. Add banks in the Bank tab.




    1. Click the Add New button. The fields below will clear.

    2. Enter the Bank Details:

      Bank Name The name of the bank.
      Description A brief description of the bank.
      Routing Number The bank's published routing number. A bank's routing number is public information and can be found with a search engine.
      Account Number The supplier's unique account number.
      Note: You can only enter one account number per entry. If you have more than one account with a bank, enter the banks information again in a new entry.
      Next Check Number Enter the next check number for the account.
      PayCheck Report Select the desired report for the paychecks from the drop-down menu.
      Generate ACH Mark to generate ACH files.
      Generate Pos Pay Mark to generate Positive Pay. 
      ACH Fed ID Enter the ACH Company's Federal ID.
      ACH Company Name Enter the ACH Company's Name.
      Pay Check Report Info Enter any information about the paycheck report.
      ACH SP Enter the stored procedure for ACH.
      Positive Pay SP Enter the stored procedure for Positive Pay.
      ACH Routing Number Enter the routing number for ACH.
      Paycheck Report Bank Extra1 Any additional information about the Paycheck report.
      Paycheck Report Bank Extra2: Any additional information about the Paycheck report.


    3. Click Browse Signature to browse for and select a bank signature, which will appear on the paychecks.
      Note: The accepted dimensions for a bank signature are 2.2 inches by .4 inches.

    4. Select which branches/sites are able to view the new bank by marking the applicable boxes in the Shared By section.

    5. Click Save.


  2. Add tax information into the Tax tab.

    1. Click the Add New button. 

    2. Enter the Tax Rate Details. 

      Tax Name Select the name of the tax from the drop-down menu.
      Tax Percentage Enter a percentage of tax.
      Lower Limit The limit the tax cannot be less than. 
      Upper Limit The limit the tax cannot be more than.
      Start Date The date the tax becomes active. 
      End Date The date the tax is no longer active. 


    3. Click Save


    1. Select the applicable tax.

    2. Enter the 9-digit EIN into the EIN field. 
      Note: If a business is not required to pay these taxes and an EIN is not needed, enter a zero in the EIN field.

    3. Click Save


    1. Click Add New.

    2. Add the Tax Reciprocal Treatment information. 

      Resident Tax State or Locality in which an employee resides. 
      Work Tax The state or locality in which that employee works.
      Active Indicates whether the treatment is active in the system.
      NR_CERT Indicates whether the treatment is a non-residency certificate. 
      RECIP_TREATMENT Indicates whether to use the reciprocal treatment. 


    3. Click Save


    1. Add taxes into the TaxRate tab.




    2. Add an EIN (Employee Identification Number) to each applicable tax in the TaxEIN tab. 
      Note: If a business is not required to pay these taxes and an EIN is not needed, enter a zero in the EIN field.




    3. Configure any tax reciprocities in the TaxReciprocalTreatment tab.



       
  3. Add country codes and localities in the Locality/Country tab.

    1. Click the Add New button. 

    2. Select a Country.

    3. Select a State/Province. 

    4. Enter any Notes.

    5. Enter the Minimum Wage. 

    6. Mark if the locality Requires Sales Tax.

    7. Click Save.  


    1. Click Add New.

    2. Select the Supplier Name.

    3. Select the Country Code. 

    4. Enter the Minimum Wage. 

    5. Click Save


    1. Add localities in the Locality tab.




    2. Add country codes in the Country Code tab.




  4. Set up accrual plans in the Accrual tab.




    1. Click Add New

    2. Enter in the Benefit Plan information.

      Accrual Plan Name of the accrual plan.
      Description Description of the accrual plan. 
      Rate Type Select the rate type of the accrual plan. 
      Per Pay Period Accrued based on pay periods.
      Hours Worked Accrued based on hours worked.
      Note: For Canadian suppliers this defaults to wage-based weekly pay-period.
      Rate The decimal rate calculated. 
      Note: For Canadian suppliers this applies to wages instead of hours. Example: 4% of gross wages is accrued for later payout or included in weekly pay defaults to wage-based weekly pay-period.
      Unlimited Carryover Mark if there is no carryover limit. 
      Allowed Carry Over The total amount of units that can be carried over. 
      Note: This field will be uneditable if Unlimited Carryover has been marked. 
      Pay Period Limit The maximum units that can be accrued in one pay period. 
      Note: Often Pay Period Limit is same as Rate. For example, if choose by pay period and don’t set a limit, they could get 5 checks for different things in a pay period and shouldn’t necessarily get vacation for each check. This is not available for Canadian suppliers.
      Yearly Limit The maximum units that can be accrued in one year. 
      Note: This is not available for Canadian suppliers.
      Yearly Date Type Select the date used when determining yearly carryover. 
      Yearly Date Defaults to 1/1.
      Anniversary Date The employee's date of hire.
      Initial Balance The starting balance of a depletion plan.
      Note: This is not available for Canadian suppliers.
      Max Accrual Balance The maximum amount of units allowed at one time.
      Note: This is not available for Canadian suppliers.
      Processing Method A customized method by which the accrual will be processed.
      Note: This can be set up through Avionté support.  
      Pay Type Set how the accrual will be disbursed. 
      Accrue for Later Payout Accrued, but not included in weekly pay.
      Include in Weekly Pay Accrued and paid out weekly in pay. 
      Note: This is only available for Canadian suppliers.
      Active Mark if the accrual plan is active. 


    3. Click Save


  5. Set up yearly tax information in the Config Year tab.



    1. Select the Year from the drop down.

    2. Modify the start and end dates if needed. 

    3. Modify the quarterly dates if needed. 

    4. Click Save


  6. Set up an email profile in the Email tab.




    1. Enter the Supplier Email Profile information.

      Profile Name The name of the email profile.
      Email Address The email address for the profile.
      User Name The user name for the email profile.
      Password Create a password for the email profile.
      Reply To Email Address The email address used for received replies.
       Outgoing Main Server (SMTP) Obtain this information from your administrator.
      Outgoing Mail Server Port Obtain this information from your administrator.
      Enable SSL Check with your administrator to determine whether or not to enable SSL for this profile.


    2. Create a Signature. 

    3. Click Save.

    4. Click Send Test Email and verify an email has been received in the designated email address account. 

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