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Billing Guide

Notice

The information in this document is subject to change without notice. MPAY Inc. shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication.

The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license.

No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any reason other than the purchaser’s personal use without the express written permission of MPAY Inc. The company data contained in the examples within this text is fictitious and any resemblance to real people, places, or companies is purely coincidental.

MPAY, Millennium, and payentry.com are trademarks of MPAY Inc. Windows, Windows 2000, Windows XP, Windows Vista, and Windows 7 are registered trademarks of Microsoft, Inc. All other brand and product names are trademarks or registered trademarks of their respective owners.

Corporate Headquarters:

9920 West Kincey AvenueSuite 120Huntersville, NC 28078Phone: 781‐810‐9009

http://www.mpay.com

Copyright © 2012 by MPAY, Inc.

Version: January, 2012

Document Number: M3‐Bill‐GD‐SB‐582‐01

All rights reservedPrinted in the United States of America

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TOCTable of Contents

Chapter 1: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5List of Tasks to Configure Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Chapter 2: Configure the System for Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Set Up Sales Tax for Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Define Products & Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Defining Billing Tables (Rate Schedules) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Billing Table Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Chapter 3: Set Up Companies for Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Billing tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

How Discounts Are Used . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Commissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Transfers tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Chapter 4: How to Use Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Synchronizing Billing Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Editing an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Best Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Issue that Arises from Incorrect Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38How to Edit an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Creating a Manual Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Best Practices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Billing Options Beyond the Payroll Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Editing an Invoice vs. Creating a Manual Invoice vs. One‐Time Billing . . . . . . . . . . . . 46Blocking Billing vs. Using Invoices vs. Performing a Setup Run . . . . . . . . . . . . . . . . . . . 47

Billing’s Affect on the Service Bureau General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Invoice Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Invoice Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Chapter 5: Billing SQL Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

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Table of Contents

Billing SQL Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Billing SQL Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Total Checks & Vouchers from Pay History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Total Manual Checks & Vouchers from Pay History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Total Reversal (Void) Checks & Vouchers from Pay History . . . . . . . . . . . . . . . . . . . . . . 55Total of a Specific Check Type from Pay History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Total Agency Checks & Vouchers from Miscellaneous Check History . . . . . . . . . . . . . 55Total Tax Checks & Vouchers from Miscellaneous Check History . . . . . . . . . . . . . . . . . 55Total All Checks & Vouchers from Pay History Plus All Tax & Agency Checks . . . . . 56Total Employees on File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Number of Active Employees on File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Total Direct Deposit Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Total Checks with Direct Deposit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Total Checks with Signatures (netCheck > 0) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Total Amount of a Specific Deduction Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Number of New Hires . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Total States in Tax Liability Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Total All Checks & Vouchers from Pay History Plus Agency Checks . . . . . . . . . . . . . . . 58Total Employees with W‐2 Tax Form with Earnings in the Specified Year . . . . . . . . 58Count Employees with Changes During Pay Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Number of Paychecks (No Vouchers) for This Process . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Chapter 6: Add a Billing Product to Many Companies at Once . . . . . . . . . . . . . . . . . . . . . . 61

Download a Billing Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Complete the Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Run the Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

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Chapter 1Introduction

This book explains how to use the billing feature within the Millennium system.

This chapter explains the general concepts of billing in Millennium.

OverviewThe billing feature produces a single invoice and impound with payroll. The system assumes the invoice is sent by the service bureau to the end client and the end client pays the invoice amount to the service bureau.

The single invoice model works well for the simple service bureau/end client service model (a one‐to‐many relationship). The system handles:

• One invoice — from your bureau to an end client (see Figure 1)• One impound — from the end client to your service bureau

Figure 1: Single-level billing

List of Tasks to Configure BillingYou must complete several tasks in order to configure billing for a client correctly:

A. Define all products and services that can be used by any company.

See “Define Products & Services” on page 10.

B. Set up the different rate scales that will be used by that company.

See “Defining Billing Tables (Rate Schedules)” on page 14.

C. Configure the clients billing transfer.

See “Transfers tab” on page 32.

Your Service Bureau

End Client 1 End Client 2 End Client 3

Invoice InvoiceInvoice

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Chapter 1

Note

As shipped, the system products in Millennium are sample products only and should not be used.

Please read the chapters in this book carefully and delete the default products and billing tables. The default products shipped with Millennium will not produce correct invoices—you must set up your own products!

The list of tasks by tabs is as follows:

A. System > Setup > Misc tab > Sales Tax Codes option (if applicable)

B. System > Controller > AR > Billing Tables tab >

• Products option• Billing Tables option

C. [company] > Company Maintenance > Master Company Setup > Billing tab >

• Setup option• Details option• Commissions option

D. [company] > Company Maintenance > Master Company Setup > Transfers tab

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Chapter 2Configure the System for Billing

This chapter explains the steps you must take to configure the multi‐level billing feature at Millennium’s system level.

The major tasks are explained in the following sections:

A. Set Up Sales Tax for Invoices (if applicable)

B. Define Products & Services

C. Defining Billing Tables (Rate Schedules)

Set Up Sales Tax for InvoicesThe first system‐wide task is to configure a system level sales tax (if applicable). Perform the following steps:

1. Select System > Setup > Misc tab > Sales Tax Codes option.

The system displays the Miscellaneous page and Sales Tax Codes sub‐page, as shown in Figure 2:

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Figure 2: Sales Tax Codes on the Miscellaneous page

Use this page to add the code(s) your organization needs for your invoices.

2. Click on the yellow asterisk button to create a new item:

Figure 3: The “new item” button

The system displays the Enter Code for New Tax Code dialog:

Figure 4: Enter Code for New Tax Code dialog

3. Enter a short code or ID that will represent the sales tax. The value you enter here appears under the Tax Code column of the items list.

4. Click the OK button.

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Configure the System for Billing

The system returns you to the Miscellaneous page and displays the new (but not yet complete) tax code. The cursor defaults to the Description field in the Sales Tax Codes sub‐page.

5. Enter the appropriate values under the Sales Tax Codes sub‐tab.

The fields of the sub‐page are explained below:

Description Enter a concise explanation of this sales tax.

Typically, this value is the name of governing body to which the tax is due (state, county, or municipality).

Rate Enter the tax rate percentage. The number you enter is the percentage itself, not a monetary amount; for example, 10.00 represents 10%.

6. Once you have finished entering the appropriate information, click the save icon or press [F11] to save your work.

The system returns you to the Miscellaneous page and displays the new and completed sales tax code:

Figure 5: Newly added sales tax code

It is also necessary to set up products as taxable using the Taxable check box under System > Controller > AR > Billing Tables tab. For more information, see “Define Products & Services” on page 10.

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It is also necessary to define which taxes to use for each product. You set up those taxes under [company] > Company Maintenance > Master Company Setup > Billing tab > Setup. For more information, see “Setup” on page 24.

Define Products & Services

Note

If you have been using the single invoice model and are switching to a multiple‐level invoice model, you should review your current billing products. You may need to modify your existing billing products in order to use the multi‐level billing feature successfully.

The next system‐wide task is to create a list of all products and services provided by your company. You use this list when you select which items are applied to intermediate or end clients.

To create a new billing product, perform the following steps:

1. Select System > Controller > AR.

The system displays the Billing Tables tab and Billing and A/R ‐ Setup page.

2. Select the Products option from the unmarked drop‐down list at the top of the page.

The system re‐displays the page, changing the columns of the items list and sub‐tabs and sub‐pages to correspond with billing products, as shown in Figure 6:

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Figure 6: Products under the Billing Tables tab



The system displays the Enter Code for New Product dialog:

Figure 8: Enter Code for New Product dialog

4. Enter a short code or ID that will represent the billing product.

Billing product codes can be no longer than 10 alphanumeric characters. Avoid using spaces or special characters.


The system returns you to the Billing and A/R ‐ Setup page and displays the new (but not yet complete) product:

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Figure 9: New but unfinished product

The system enters a default value in the Description field.

The columns of the items list are explained below:

Product The code or identifier of the billing product.

Description The short description of the product.

6. Enter the appropriate values in the Product sub‐tab.


Description Enter a concise explanation of how this product affects its associated billing.

Enter SQL for aBilling Product

[optional] Enter an appropriate “product count” SQL script, if necessary.

See knowledge base article 466 for a link to a ZIP file that contains billing “product count” SQL statements. For more information, see Chapter 5, “Billing SQL Statements.”

If you do not need a SQL script that produces a product count, leave this text area blank. For example, you would not have a count for a delivery charge.

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Taxable If you put a check in this check box (if this product is subject to sales tax), the system includes this in tax calculations.

This corresponds with “taxable” settings for invoices:

• For invoices that the intermediate client pays, the setting isSystem > Setup > SB Info tab > Billing Info sub‐tab > Sales Tax Code field.

• For invoices that the end client pays, the setting is[company] > Company Maintenance > Master Company Setup > Billing tab > Invoice sub‐tab > Sales Tax Code field.

Commission If you put a check in this check box, the system includes this product in the Commissions report (MPI_5501).

This setting does not affect processing in any way.

Accounting Code [informational only] You can use this free‐form text field to enter an accounting code used to track the specified product. You can type anything you want.

This field is not used by the system. It does not effect invoice creation or your service bureau general ledger.


The system returns you to the Billing and A/R ‐ Setup page and displays the new and completed product:

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Figure 10: Newly finished product

You have finished creating a new billing product.

Defining Billing Tables (Rate Schedules)Once all of your products are set up, the next system‐wide task is to define billing tables. Billing tables dictate your fee schedules; for example, a billing table indicates you charge $1.00/check for the first 100 checks, $0.75 for each additional check, and so on.

See “Billing Table Examples” on page 17 for detailed examples of defining rate schedules.

WARNING

If you change an existing billing table, it will affect ALL companies currently using that table.

To create a new billing table, perform the following steps:

1. Select System > Controller > AR.

The system displays the Billing Tables tab and Billing and A/R ‐ Setup page.

2. Select the Billing Tables option from the unmarked drop‐down list at the top of the page.

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The system re‐displays the page, changing the columns of the items list and sub‐tabs and sub‐pages to correspond with billing tables, as shown in Figure 11:

Figure 11: Billing Tables under the Billing Tables tab



The system displays the Enter Code for New Billing Table dialog:

Figure 13: Enter Code for New Billing Table dialog

4. Enter a short code or ID that will represent the billing table.

Billing table codes can be no longer than 10 alphanumeric characters. Avoid using spaces or special characters.

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Chapter 2

The billing table ID is usually not the same as the product code with which it corresponds, as you may have multiple “check fee” schedules. For each company, you will enter the relationship between a product and the corresponding billing table or fee schedule.


The system returns you to the Billing and A/R ‐ Setup page and displays the new (but not yet complete) billing table:

Figure 14: New but unfinished billing table

The system enters a default value in the Description field.

6. Enter a concise but descriptive explanation of this table in the Description field.

7. Click on the Details sub‐tab.

The system displays the Details sub‐page and displays the new (but not yet complete) rate grid (the billing table itself):

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Figure 15: New but unfinished rate grid (Details sub-tab)

The rate grid is comprised of four columns:

Item Count >= Enter the graduated rate scale: if the count of items is greater than or equal to the value entered in this column, the base charge and item amounts in this row will be used (unless there is a better match).

Base Charge Enter the flat amount the employer will be charged for these items, above and beyond the per‐item charge(s).

Each Item $ Enter how much each item costs, above and beyond the base charge.

Item Over $ Enter how much each item costs, above and beyond the number of items specified in the Item Count >= column.

Billing Table ExamplesThe examples that follow help illustrate how you can set up a table for a desired rate.

Note

In these examples, the value of Item Count >= is 0. If you have a base charge and the count is zero, the base charge is billed.

If you want the base charge billed only if there is activity (> 0), change the value of Item Count >= to 1.

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Example 1: Set up a flat delivery rate

This example also applies to other flat rates that do not depend on an item count.

Desired rate: A flat $5.00 delivery charge.

Figure 16 illustrates the rate grid for the desired rate:

Figure 16: Rate grid for example 1

Explanation: Because the delivery fee does not depend on the quantity of items produced, you set the following fields to zero: Item Count >=, Each Item $, and Items Over $.

You enter your flat rate ($5.00) in the Base Charge column.

Next step: When you add a flat‐fee product to a company, you must also select [company] > Company Maintenance > Master Company Setup > Billing tab > Details option, and enter 1 in the Fixed Quantity field (see “Details” on page 26).

Example 2: Set up a simple per-check rate

Desired rate: A base charge of $25.00 with a rate of $1.00 per check. This rate remains the same, regardless of the volume of checks produced.



Explanation: Because the rate stays the same no matter how many checks are produced, you set the following fields to zero: Item Count >= and Items Over $.

You enter your base charge ($25.00) in the Base Charge column.

You enter your per‐check charge ($1.00) in the Each Item $ column.

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Example 3: Set up a simple graduated check rate

Desired rate: A base charge of $25.00 with a rate of $1.00 per check. The base charge is waived if the client produces 500 checks or more.



Explanation: The system uses the first row if the item count is from 0 to 499:

• In the first row, you enter your base charge ($25.00) in the Base Charge column.• You enter your per‐check charge ($1.00) in the Each Item $ column.

The second row is used if the item count is greater than or equal to 500:

• In the second row, you maintain a $1.00 per‐item charge in the Each Item $ column.• However, you enter $0.00 as your base charge in the Base Charge column.

Example 4: Set up a not-so-simple graduated check rate

Desired rate: A base charge of $25.00 with a rate of $1.00 per check for under 100 checks. The base charge is waived if the client produces 100 checks or more, but the per‐item charge decreases further, depending on the number of checks:

• The rate is $1.00 per check for 100 to 499 checks.• The rate is $0.90 per check for 500 to 999 checks.• The rate is $0.75 per check for 1,000 or more checks.



Explanation: The system uses the first row if the item count is from 0 to 99:

• In the first row, you enter your base charge ($25.00) in the Base Charge column.• You enter your per‐check charge ($1.00) in the Each Item $ column.

The second row is used if the item count is from 100 to 499:

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• In the second row, you maintain a $1.00 per‐item charge in the Each Item $ column.• However, you enter $0.00 as your base charge in the Base Charge column.

The third & fourth rows are used if the item count is from 500 to 999 and from 1,000 and beyond, respectively:

• In these rows, you reduce your per‐item charge in the Each Item $ column to $0.90 and $0.75, respectively.

• You maintain $0.00 as your base charge in the Base Charge column.

Example 5: Set up a special graduated rate

Desired rate: A rate of $10 for the first check. Beyond that, the per‐item charges decrease but a base rate increases, depending on the number of checks:

• If the client produces from 2 to 10 checks, the rate is $1.50 per check and the base rate is $11.50.

• For 11–20 checks, the rate is $1.25 per check and the base rate is $24.75.• For 21–30 checks, the rate is $1.00 per check and the base rate is $37.00.• For 31–50 checks, the rate is $0.75 per check and the base rate is $46.75.• For 51 or more checks, the rate is $0.50 per check and the base rate is $61.50.



Explanation: The system uses the first row for the item count from 0 to 1. You simply enter your per‐check charge ($10.00) in the Each Item $ column.

For the other rows, the formula for the base charge is:

(total cost of all checks in the preceding rows) + (cost of one check in the current row)

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For example, the base charge is $37.00 for checks 21–30, as shown below:(cost of check 1) + (cost of checks 2–10) + (cost of checks 11–20) +(cost of one check in the range 21–30)

or($10) + (9 x $1.50) + (10 x $1.25) + ($1.00)

or($10) + ($13.50) + ($12.50) + ($1.00) = $37.00

The Item Over $ field is set to the price per check in the specified range.

For example, the Item Over $ field is set to $1.00 for checks 21–30. Therefore, if the client produces 27 checks, you bill the client $43.00. The calculation is:

(base charge) + ($1.00 x number of checks over 21)

or($37) + ($1.00 x 6)

or($37) + ($6) = $43.00

Example 6: Set up a special tax service rate

Desired rate: A $25.00 fee for tax service in which the client is allowed to have employees working in one or two states. A fee of $10 per state will be charged for every additional state (three states or more).



Explanation: The item being counted for this rate is the number of states in which taxes are filed.

If the taxes are filed in 0, 1, or 2 states, you bill the client a $25.00 base fee.

If taxes are filed in 3 or more states, you charge the $25.00 base fee plus a $10.00 fee for every additional state beginning with the third state ($10.00 in the Items Over $ column).

Therefore, if the client files taxes in two states, you bill the client for $25.00. If the client files taxes in four states, you bill them $45.00.

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Chapter 2

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Chapter 3Set Up Companies for Billing

This chapter explains the steps you must take to configure the billing feature at Millennium’s company level.

You must configure each company separately.

Billing tabTo set up billing for each company, follow these steps:

1. Select [company] > Company Maintenance > Master Company Setup > Billing tab.

The system displays the Billing page, as shown in Figure 22:

Figure 22: Billing tab

2. Click the arrow on the page header drop‐down list.

The system displays the list of page option shown in Figure 23:

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Figure 23: The Billing page options

3. Select the appropriate option to configure billing for this company.

Each option is explained in the sections that follow:

• Setup• Details• Commissions

SetupTo configure the basic setup for this company’s billing, perform the following:

1. From the list of options shown in Figure 23, select Setup.

The system does not display Setup information in the items list and you cannot use the yellow star (add items) button.

The system displays the Setup Address and Invoice sub‐tabs on the Billing page, as shown in Figure 24:

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Set Up Companies for Billing

Figure 24: Setup option

2. Enter the appropriate values in the fields of the Address sub‐tab.

The values you enter in these fields comprise the “bill to” name and address of the company.

3. Select the Invoice sub‐tab.

The system displays the Invoice sub‐page, as shown in Figure 25:

Figure 25: Invoice sub-tab

4. Enter the appropriate values in the fields of the Invoice Type sub‐tab.

The fields in the sub‐page are explained below:

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Terms Enter a concise explanation of the billing terms.

Minimum, Maximum Enter any minimum or maximum invoice amount, respectively.

Discount Type Use this drop‐down list to select the type of discount offered by this company. Valid entries are:

• blank — Flat amount• % — Percentage

Amount Enter the amount of the discount. This field works in conjunction with the Discount Type field.

Sales Tax Code This field and Tax Rate are mutually exclusive; you cannot use both fields at the same time.

Use this drop‐down list to select the sales tax code. Valid entries are tax codes that you have defined in your system.

Tax Rate This field and Sales Tax Code are mutually exclusive; you cannot use both fields at the same time.

Enter the tax rate associated with this company’s invoices.

DetailsThe details of an invoice dictate how the invoice is calculated. The details can either work in conjunction with the billing table or override settings in the billing table.

To add details to an invoice for this company’s billing, perform the following:

1. From the list of options shown in Figure 23 on page 24, select Details.

The system displays the Details information in the items list and the Products sub‐tab on the Billing page, as shown in Figure 26:

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Figure 26: Details option

This page is where you enter each product the client shall be billed. Once you enter at least one product on an invoice, an invoice will be created during processing.

2. Click on the yellow star button to create a new item:


The system adds a new line to the items list and puts the cursor under the Products sub‐tab.

3. Enter the appropriate values in the fields of the Products sub‐tab.


Product Use this drop‐down list to select the product or service for which the client will be billed.

Valid entries are products that you have defined in your system.

Description The default value of this field is the system‐level product description. You can override it as necessary.

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Start Date, End Date Enter the dates of the check date range for which the client is to be billed for this product. If you leave either field blank and click the save icon or press [F11], the system enters a default value for the:

• Start Date as 01/01/1900.• End Date as 12/31/2100 and Millennium interprets it as “forever.”

Billing Table Use this drop‐down list to select the billing table that specifies the billing fee schedule to be used for this item. Valid entries are:

• blank — no billing tableThe values of Base and Each will be used.

• billing table name — Billing tables that you have defined in your systemFor more information, see “Defining Billing Tables (Rate Schedules)” on page 14.

Note

The Base, Fixed Quantity, and Each fields below explain how to override the values of system‐level billing tables. It is recommended that you use either these fields or a billing table on each billing product line—but not both. Otherwise, it becomes confusing when you are reviewing invoices.

Base Enter a base charge to override the value on the billing table (Base Charge column).

Fixed Quantity Enter an item quantity to override the value produced by the SQL for the product (Enter SQL for a Billing Product field).

Each Enter an “each item” charge to override the value on the billing table (Each Item $ column).

Discount Works in conjunction with the Type field. Essentially, the Discount field is a value and theType field is the unit of measure or method of calculating the discount that is applied to the invoice. If:

• The Type field is blank, the amount you enter here is the flat amount of the discount.

• The value of the Type field is %, the amount you enter here is the percentage of the discount.For example, if you type 5.00 in this field, the company receives a 5% discount.

For more information, see “How Discounts Are Used” on page 30.

Type Works in conjunction with the Discount field. Essentially, the Discount field is a value and theType field is the unit of measure or method of calculating the discount that is applied to the invoice.

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Use this drop‐down list to select how the discount is calculated. Valid entries are:


Minimum, Maximum Enter any minimum or maximum invoice amount, respectively.

Frequency Use this drop‐down list to select the frequency code to determine when this product will be included. If this invoice matches the frequency in this field, this line item (product) will be included as part of the invoice. Valid entries are the frequency codes set up in your system.

For more information on frequencies, see the Frequencies & Accruals Guide.

Last Date This field represents the last date on which the product was included on the invoice. It is only used for products set up with a Frequency.

This field is automatically filled in by the system during processing.

You need to enter a value in this field only when you are first setting up the product (and only if you have supplied a frequency code). The value you enter would be the last date this item should have been taken.

For example, you are using a Monthly frequency that happens on the first payroll of the month.

• If your current check date is after the first check date of the month, you would enter the first check date in the current month.

• If your current check date is before the first check date of the month, you would enter the first check date of the prior month.

Multiplier This field and Sales Tax Code are mutually exclusive; you cannot use both fields at the same time. This field applies only if you are using a billing table.

Use this field to create a price increase without changing the billing table itself. The multiplier is applied to the Base Charge, Each Item $, and Item Over $ amounts.

For example, you have a billing table for new hires called NewHires. You want to increase the charge for new hires for this client by 20%, but not for any other client. Rather than having to create a new billing table, you simply enter the multiplier (1.2) here for the NewHires product.

If you enter zero (0) in this field, the system uses the value 1 (no increase to the price).


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How Discounts Are Used

To illustrate how Millennium uses discounts to determine the charge, follow this example.

An invoice for a product has:

• Base = 10• Fixed Quantity = 3• Each =10• Discount, Type = 10%

The system calculates the amount, calculates the discount, applies the discount to the amount, and then uses logic to determine the bill’s charge for that product:

CommissionsTo create a new commission, perform the following steps:

1. From the list of options shown in Figure 23 on page 24, select Commissions.

The system displays the Commissions information and Commission sub‐page on the Billing page, as shown in Figure 28:

Table 1: How Millennium uses discounts

Step/Logic Calculation

Base + (Fixed Quantity x Each) = amount 10 + (3 x 10) = 40

amount x (Discount, Type) = discount 40 x 10% = 4

amount - discount = subtotal 40 - 4 = 36

If (subtotal < Minimum ) AND (Minimum is not = 0) use Minimum

If (subtotal > Maximum ) AND (Maximum is not = 0) use Maximum

Otherwise use subtotal

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Figure 28: Commissions option on the Billing tab



When you click on this icon, the system creates a new line and places the cursor in the Sales Rep field on the Commission sub‐page.

3. Enter the appropriate values in the fields of the Commission sub‐tab.


Sales Rep Enter the appropriate name or ID of the sales representative.

Commission Works in conjunction with the Type field. Essentially, the Commission field is a value and theType field is the unit of measure or method of calculating the commission. If:

• The Type field is blank, the amount you enter here is the flat amount of the commission.

• The value of the Type field is %, the amount you enter here is the percentage of the commission.

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For example, if you type 5.00 in this field, the salesperson receives a 5% commission.

Type Works in conjunction with the Commission field. Essentially, the Commission field is a value and theType field is the unit of measure or method of calculating the commission.

Use this drop‐down list to select how the commission is calculated. Valid entries are:


Start Date, End Date Enter the beginning and ending dates for which the commission is active.

Product Use this drop‐down list to select the product associated with this particular commission. The entries in this list will vary, according to the products you may have. The initial valid entries include:

• blank — this commission applies to all products• Agency — agency checks• Checks — pay checks• Delivery — delivery• Direct Dep — direct deposit• Employees — employees on file• New Hires — newly hired employees• Tax Checks — checks listed in CMiscCheckHist


Transfers tabThe Transfers tab is where you create transfer types, which determine how money movement will take place for various sections of Millennium. Transfer types control which bank accounts are used to pay an invoice and which accounts will receive the payments.

In other words, each transfer type you create identifies the account where the money:

• Related to that transfer type resides when the payroll processing starts– and –

• Will reside after the payroll is processed

This is the only place in Millennium that controls the flow of the payments.

Each transfer record is date‐dependent.

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If the check date of the payroll being processed falls outside of the range of the start date and end date for all versions of the transfer type, no transfer will be generated for transfers of that type.

To create a new billing transfer, perform the following steps:

1. Select [company] > Company Maintenance > Master Company Setup > Transfers tab.

The system displays the Company Transfers page, as shown in Figure 30:

Figure 30: Transfers tab



The system displays the following pop‐up menu:

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Figure 32: Transfer types pop-up menu

3. Select Billing ‐ Billing Transfer from the pop‐up menu.

The system re‐displays the Company Transfers page with a newly added item and the cursor under the Transfer Setup sub‐tab, as shown in Figure 33:

Figure 33: Billing type selected & Transfer Setup sub-tab

4. Enter the appropriate values under the Transfer Setup sub‐tab.


Start Date The start date of the transfer.

End Date The last date of the transfer.

Source Account The client’s bank account. The account is where the money is when payroll processing begins.

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Destination Account The account to which the monies will be transferred. If the destination account is the same as the source account no monies will be transferred. If the accounts are different, monies will be transferred.

Method The method of money movement. Valid entries are:

• ACH —The transfer will be done electronically.• Check — The transfer will be via check.• None — No transfer will take place.

Day The day the transfer will take place.This can be up to five days before the check date and up to five days after the check date.Each transfer can have a different transfer date if desired.


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Chapter 4How to Use Billing

This chapter explains the steps to process billing in Millennium.

Synchronizing Billing TablesBilling tables are synchronized with the SQL database for a reason, both for your service bureau and for the client:

• For the service bureau, it is usually performed by someone not directly connected to the database (for example, a satellite office).

• For clients, it is used to allow them to view such things as billing details between the service bureau and the client.

In some cases, you may feel the need to block your clients from making changes to the billing tables. You accomplish this by using user settings in security in Millennium to grant them either read‐only access or no access to that area.

ProcessingYou do not need to do anything special during processing to use billing.

During invoice creation (the GenBilling job), the system creates an invoice from the end client to the bureau using those products.

The end result is at least one invoice—and possibly multiple invoices.

Editing an Invoice

Best PracticeWhen it comes to editing an invoice, one important point to remember is that invoices are time‐driven and time‐sensitive.

As a best practice, your organization should have a deadline or cut‐off in place for your invoice edits; for example, 3:00 PM each day.

Suppose a client processes a payroll in the morning. Your service bureau looks at it later in the day and notices something is incorrect. You are going to adjust it and have been instructed to not charge the client for billing. You must perform the editing before your bureau sends out the ACH files.

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Issue that Arises from Incorrect UseEditing an invoice after the ACH file to collect the invoice has been generated creates the following issues:

• The Invoice and Product Summary reports will show a different amount than the amount collected from the client.

• The amount collected from the client will be incorrect.

For example, the ACH file went out showing Invoice 8 is billing the client for $75.00. However, Millennium shows Invoice 8 as being $50.00 because you changed it after the ACH was sent out. Now the accounting department has to rectify the discrepancy in the general ledger.

How to Edit an InvoiceTo manually create a new invoice, perform the following steps:

1. Select System > Controller > AR > Invoices tab.

The system displays the Billing and A/R ‐ Invoices page, beginning with the Invoice Info sub‐page, as shown in Figure 34:

Figure 34: Invoices tab

The fields of the page header are explained below:

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Company Use this drop‐down list to select a single company. The items list will display only invoices belonging to that client.

Co Set Use this drop‐down list to select a company set. The items list will display only invoices belonging to the companies within that set.

Date From, Date To Enter dates in these fields to define a date range. Invoices that have an invoice date that fall within that date range, inclusive of the “from” and “to” dates, will be displayed.

Invoice From Enter the name of the organization that sent out an invoice.

Invoice To Enter the name of the organization that received an invoice.

2. Use the filters to narrow down the list of invoices, so you can select the one to edit.

3. Change the information under the Invoice Info sub‐tab (Figure 34), as necessary.

Fields that are grayed out are unavailable for editing.


Terms Enter a concise explanation of how this product affects its associated billing.

Flat Discount Enter a concise explanation of how this product affects its associated billing.

% Discount Enter a concise explanation of how this product affects its associated billing.

Tax Rate Enter a concise explanation of how this product affects its associated billing.

4. Click the Address sub‐tab.

The system displays the Address sub‐page, as shown in Figure 35:

Figure 35: Address sub-tab

5. Change the information under the Address sub‐tab, as necessary.

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Name Enter the name of the company being billed.

Address Enter the mailing address of the company being billed. Use the second line, if necessary; otherwise, leave it blank.

City, State, Zip Enter the city or town, state, and 5‐digit ZIP code of the company being billed.

6. Click on the Details sub‐tab.

The system displays the Details sub‐page, as shown in Figure 35:

Figure 36: Details sub-tab

As far as editing invoices is concerned, this is the sub‐page that you are most likely to edit.

7. Add or change the information under the Details sub‐tab, as necessary.


Product Enter the product or service being billed.

Actual # Enter the number of items for this product.

Billed # Enter the number of items for this product for which you are billing the client.

Base Enter the flat amount the employer will be charged for these items, above and beyond the per‐item charge(s).

Each Enter the amount each item costs, above and beyond the base charge.

Extended Enter the amount each item costs, above and beyond the number of items specified in the Billed # column.

Taxable? Put a check in this check box to indicate the product is taxable.

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8. After you have made your changes, whether it is adding a line item, deleting a line item, or modifying a line item, click the Recalculate button.

The system computes and adjusts values of the Gross Amount and Invoice Amt fields.

9. After you have recalculated, click the Update Transfer button.

The system updates the transfer amounts.

WARNING

Do not click the Add to GL button. The system adds the appropriate entries to the service bureau general ledger when the invoice is originally generated. Clicking the Add to GL button when you edit an existing invoice will cause problems with ledger reconciliation.


11. Reprint any reports that include that invoice, so that your reports include accurate and up‐to‐date information.

Reprint MPI_5001 (Invoice) and MPI_0301 (Payroll Summary), at the very least. You may also have to reprint MPI_5002 (Product Summary) and MPI_5003 (Invoice List).

You have finished creating a new invoice.

Creating a Manual InvoiceTo manually create a new invoice, perform the following steps:

1. Select System > Controller > AR > Invoices tab.

The system displays the Billing and A/R ‐ Invoices page, as shown in Figure 37:

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Figure 37: Invoices tab

2. Click on the yellow star button to create a new item:


The system displays the Create New Invoice dialog:

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Figure 39: Create New Invoice dialog

3. Select a company in the Company list.

Once a company is highlighted, all of the fields on the right side of the dialog become available, as shown in Figure 40:

Figure 40: Company selected in the Create New Invoice dialog

4. In the Invoice Number area, select the appropriate radio button:

• Automatically Assign — The system provides its own invoice number.

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• Specific Number — You define the invoice number and enter it in the associated text field. Do not enter 0 (zero).

5. In the Payroll Association area, select the appropriate radio button:

• Associate with Existing Payroll — Use the drop‐down list to choose the date of the processed payroll to which this invoice is attached. It will be included with any payroll reports that you run for that process.

• Do Not Associate with Payroll — The system does not assign this invoice to any specific payroll that has been processed.

6. In the Invoice Date area, select the appropriate radio button:

• Today — The system uses the current date for this invoice.• Check Date for Payroll Process — The system uses the payroll check date for

a previously processed payroll for this invoice.• Other — You define the invoice’s date and enter it in the associated text field.


The system displays a message pop‐up that informs you the manual invoice was created successfully:

Figure 41: Manual invoice successfully created message


The system returns you to the Billing and A/R ‐ Invoices page and displays the new (but not yet complete) invoice:

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Figure 42: New but unfinished invoice

The system enters default values in several fields.

9. Select the new entry, which is usually placed at the top of the list, so that the line is highlighted.

10. Enter the appropriate information under the Invoice Info sub‐tab.

For explanations of the field on the sub‐page, see page 39.

11. Enter the appropriate values in the Address sub‐tab.

12. Change the information under the Address sub‐tab, as necessary.


13. Enter the appropriate values in the Details sub‐tab.

As far as editing invoices is concerned, this is the sub‐page that you are most likely to edit.

14. Change the information under the Details sub‐tab, as necessary.


15. After you have make any changes, whether it is adding a line item, deleting a line item, or modifying a line item, click the Recalculate button.

The system computes and adjusts values of the Gross Amount and Invoice Amt fields.

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Note

You can click the Recalculate button multiple times while working with the line items; but, you must click it at least once before you perform the next step.

16. When you have finished working with the manual invoice’s line items, click the Add to GL button.

The system posts the appropriate service bureau general ledger entries to the database.


You have finished creating a new invoice.

Best PracticesWhenever you create a manual invoice, notify your accounting department of the added invoice—even if you can click the Add to GL button.

When you add a manual invoice, indicate in the Terms field of the Invoice Info sub‐tab that it’s a manual invoice; for example, ACH Draft ‐ Manual Invoice. Being specific allows you and others to know this particular invoice was not system generated.

Billing Options Beyond the Payroll ProcessThis section compares the differences between:

• Editing an invoice vs. creating a manual invoice vs. one‐time billing• Blocking billing vs. using invoices vs. performing a setup run

Editing an Invoice vs. Creating a Manual Invoice vs. One-Time BillingIf you need to edit an invoice, but it’s past your organization’s daily deadline for editing invoices, create a manual invoice to offset the original invoice.

Whenever you create an offset invoice, copy each line item in the Details sub‐tab of the original, but change the numbers of the offset accordingly.

For example, Invoice #25 has three lines in the Details sub‐tab (Admin, Checks, DirDep) for a total of $125. You need to offset it completely. Therefore, you create a manual invoice (#32).

Instead of creating just one line in the Details sub‐tab for $125, you add three lines that are identical to the original (Admin, Checks, DirDep); however, the totals are negatives of the originals.

When you mimic the original invoice’s lines in the offsetting manual invoice, the accounting trail of debits and credits is “clean” and precise.

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When it comes to creating a manual invoice vs. editing an invoice vs. one‐time billing:

• The least desirable method is a manual invoice.You want to avoid creating a manual invoice because it causes more work for everyone.

However, if the client demands a discount or refund right now, this is the method you must use. You have to let Accounting know that this is manual entry they have to produce.

• Editing an existing invoice is a little better choice.You can do this as long as the daily deadline for invoices has not been passed; if you can slip in the editing before, say, ACH files are created, this is a viable method.

• Handling the situation through the payroll process is the best course of action.This method lets most of the work happen automatically, with no extra work for anyone.

Suppose you are charging the client for creating a report for them or providing a one‐time discount as an incentive. If the client can wait until the next payroll cycle for the charge or discount, this method—a one‐time billing—is the easiest way to go.

a. Select [company] > Company Maintenance > Master Company Setup > Billing tab.

b. Under the Billing tab, select the Details for XXX option, and add that product or service to an invoice as a line item under the Products sub‐tab.

c. Enter today’s date in the Start Date field.d. You can put today’s date in the End Date field, also; however, you can enter a

“forever” date (12/31/2100) because the value of this field is not the controlling factor.

e. In the Frequency field, select the value O (One Time). It is this selection that creates the single occurrence aspect of this bill.

Blocking Billing vs. Using Invoices vs. Performing a Setup RunYou do have an option to block billing for a company. Using the Block Billing is not the most desirable or recommended course of action, but it is available for certain situations.

To use it, follow these steps:

1. Select [company] > Company Maintenance > Company Setup > Calendar tab.

The system displays the Calendar page, as shown in Figure 43:

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Figure 43: Calendar tab

2. Select the Process Control sub‐tab.

The system displays the Process Control sub‐page, as shown in Figure 44:

Figure 44: Process Control sub-tab

3. Put a check in the Block Billing check box.

As to when you might use the Block Billing check box, consider the following example.

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Suppose a situation has occurred in which you tell the client that you are not going to charge them. You could use the Calendar page to find their next billing date (if the value of the Status column is Scheduled), then use the Process Control sub‐page to check off the Block Billing box.

However, when the payroll is processed, no invoice will be created. The problem with this outcome is that you have no audit trail.

Instead, it is recommended that you do one of the following:

• Give the client a credit through a manual invoice.• Edit the invoice before it goes out and zero out the charges; this way, the client

receives a regularly scheduled invoice, but knows they have not been charged anything.

In addition, you do not have to check off Block Billing if you are going to perform a set up for a new client:

• When you perform a setup (or “conversion” or “implementation”) run, the system does not trigger certain jobs in the Job Queue; that is, invoices, transfers, and ACH will not be created when you run processing to catch up to the present date.

• This allows you to record information—create the necessary history for pay, W‐2s, 1099s, and so on—without dealing with all the reports, paychecks, and ACH files.

To perform a setup run, select [company] > Company Maintenance > Master Company Setup > Services tab. The system displays the Company Services page, as shown in Figure 45:

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Figure 45: Calendar tab

If you select Setup from the Service Level drop‐down list, the payrolls from the January 1 of that year to the day before you are officially providing service for that client’s payroll will not trigger certain jobs in the Job Queue as mentioned above.

Billing’s Affect on the Service Bureau General LedgerThe service bureau general ledger (SBGL), as it pertains to billing, has been updated to handle the possibility of multi‐level billing invoices that may or may not affect a service bureau’s general ledger accounts.

Invoice CreationWhen an invoice is created, Accounts Receivable should be debited and Revenue should be credited.

The system assumes all invoices are from a client to a service bureau. Millennium does not pay attention to the actual bank accounts used to create the invoices.

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Invoice PaymentWhen an invoice is paid, Cash should be debited and Accounts Receivable should be credited.

The system assumes all invoices are transferred from a non‐service bureau account.

Table 2: Invoice creation entries

From Account To Account EntriesNon-SB SB 1-2dr, 1-4cr

SB Non-SB 1-2dr, 1-4cr

Non-SB Non-SB 1-2dr, 1-4cr

SB SB 1-2dr, 1-4cr

Table 3: Invoice payment entries

From Account To Account EntriesNon-SB SB 1-1dr, 1-2cr

SB Non-SB —

Non-SB Non-SB —

SB SB 1-1dr, 1-2cr

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Chapter 5Billing SQL Statements

Millennium uses SQL statements to develop product counts. This chapter provides a library of the most commonly used billing SQL statements for product counts. If you would like to copy them from a text file, this list is included in a ZIP file in KB article 466.

Note

Only copy and paste the SQL statement. Do not copy headings, notes boxes, and so on.

Billing SQL ParametersYou can use the following parameters in SQL statements for billing:

• [paramBeginDate] • [paramEndDate] • [paramCheckDateStart] • [paramCheckDateEnd] • [paramYear] • [paramComp] • [paramCo] • [paramProcess] • [paramProcessStart] • [paramProcessEnd] • [paramCalendarId]

This is the most commonly used parameter, as the calendarid is unique within the database.

Billing SQL StatementsThis section contains the most commonly used SQL statements for billing product counts. They are also contained in a text file in the ZIP file mentioned above.

You can either copy the statements from the text file or from this PDF.

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To use these SQL statements:

1. Copy the SQL that produces the appropriate count.

2. Select System > Controller > AR > Billing Products option.

3. Locate the product and paste the SQL into the SQL for Billing Product text box.

Below is the list of all of the billing situations addressed by the SQL statements. The SQL for each situation—and therefore the name listed below—is a “count of” or “total sum of”:

• Total Checks & Vouchers from Pay History • Total Manual Checks & Vouchers from Pay History • Total Reversal (Void) Checks & Vouchers from Pay History • Total of a Specific Check Type from Pay History • Total Agency Checks & Vouchers from Miscellaneous Check History • Total Tax Checks & Vouchers from Miscellaneous Check History • Total All Checks & Vouchers from Pay History Plus All Tax & Agency Checks • Total Employees on File • Number of Active Employees on File • Total Direct Deposit Transactions • Total Checks with Direct Deposit • Total Checks with Signatures (netCheck > 0) • Total Amount of a Specific Deduction Code • Number of New Hires • Total States in Tax Liability Table • Total All Checks & Vouchers from Pay History Plus Agency Checks • Total Employees with W‐2 Tax Form with Earnings in the Specified Year • Count Employees with Changes During Pay Period • Number of Paychecks (No Vouchers) for This Process

Total Checks & Vouchers from Pay HistorySELECT COUNT(*) AS ItemCountFROM EPayHistWHERE EPayHist.calendarId = [paramCalendarId]

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Total Manual Checks & Vouchers from Pay HistorySELECT COUNT(*) AS ItemCountFROM EPayHistWHERE EPayHist.checkAttributes = ‘Manual’ ANDEPayHist.calendarId = [paramCalendarId]

Total Reversal (Void) Checks & Vouchers from Pay HistorySELECT COUNT(*) AS ItemCountFROM EPayHistWHERE EPayHist.checkAttributes = ‘Rev’ ANDEPayHist.calendarId = [paramCalendarId]

Total of a Specific Check Type from Pay History

Note

Replace the XXXX in the SQL with the check type you wish to count.

SELECT COUNT(*) AS ItemCountFROM EPayHistWHERE EPayHist.checkAttributes = ‘XXXX’ ANDEPayHist.calendarId = [paramCalendarId]

Total Agency Checks & Vouchers from Miscellaneous Check HistorySELECT COUNT(*) AS ItemCountFROM CMiscCheckHistWHERE CMiscCheckHist.calendarId = [paramCalendarId] AND CMiscCheckHist.checkType = ‘Agency’

Total Tax Checks & Vouchers from Miscellaneous Check HistorySELECT COUNT(*) AS ItemCountFROM CMiscCheckHistWHERE CMiscCheckHist.calendarId = [paramCalendarId] AND CMiscCheckHist.checkType = ‘Tax’

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Total All Checks & Vouchers from Pay History Plus All Tax & Agency Checks

SELECT COUNT(*) + ( SELECT COUNT(*) FROM CMiscCheckHist WHERE CMiscCheckHist.calendarId = [paramCalendarId] AND CMiscCheckHist.checkType IN (‘Tax’, ‘Agency’) ) AS ItemCountFROM EPayHistWHERE EPayHist.calendarId = [paramCalendarId]

Total Employees on FileSELECT COUNT(*) AS ItemCountFROM EInfoWHERE EInfo.co = [paramComp]

Number of Active Employees on FileSELECT COUNT(*) AS ItemCountFROM EInfoINNER JOIN CEmpStatus ON EInfo.co = CEmpStatus.co AND EInfo.empStatus = CEmpStatus.statusWHERE EInfo.co = [paramComp] AND CEmpStatus.statusType = ‘A’

Total Direct Deposit TransactionsSELECT COUNT(*) AS ItemCountFROM EPayHistDetailINNER JOIN EPayHist ON EPayHistDetail.Trans = EPayHist.TransWHERE EPayHist.calendarId = [paramCalendarId] AND EPayHistDetail.transType <> ‘X’ AND EPayHistDetail.det = ‘D’ AND EPayHistDetail.detCode LIKE ‘PPD__’

Total Checks with Direct DepositSELECT COUNT (*) AS ItemCountFROM EPayHistWHERE EPayHist.calendarId = [paramCalendarId] AND EPayHist.dirDepAmount > 0

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Total Checks with Signatures (netCheck > 0)SELECT COUNT(*) AS ItemCountFROM EPayHistWHERE EPayHist.calendarId = [paramCalendarId] AND EPayHist.netCheck > 0

Total Amount of a Specific Deduction Code

Note

Replace the XXXX in the SQL with the deduction code.

SELECT SUM(EPayHistDetail.amount) AS ItemCountFROM EPayHistDetailINNER JOIN EPayHist ON EPayHistDetail.Trans = EPayHist.TransWHERE EPayHist.calendarId = [paramCalendarId] AND EPayHistDetail.transType <> ‘X’ AND EPayHistDetail.det = ‘D’ AND EPayHistDetail.detCode = ‘XXXX’

Number of New HiresSELECT COUNT(*) AS ItemCountFROM EInfoWHERE newhireCalendarId = [paramCalendarId]

Total States in Tax Liability TableSELECT COUNT ( DISTINCT Left(CTaxLiability.tcode,2) ) AS itemCount FROM CTaxLiability INNER JOIN STaxCodes ON CTaxLiability.tcode = STaxCodes.tcodeWHERE CalendarId = [paramCalendarId] AND STaxCodes.taxtype <> ‘FED’

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Total All Checks & Vouchers from Pay History Plus Agency ChecksSELECT COUNT(*) + ( SELECT COUNT(*) FROM CMiscCheckHist WHERE CMiscCheckHist.calendarId = [paramCalendarId] AND CMiscCheckHist.checkType IN (‘Agency’) ) AS ItemCountFROM EPayHistWHERE EPayHist.calendarId = [paramCalendarId]

Total Employees with W-2 Tax Form with Earnings in the Specified Year

Note

Replace the XXXX in the SQL with the year you wish to count.

SELECT COUNT (*) as ItemCountFROM EInfoWHERE TaxForm = ‘W2’ And co = [paramComp] And Id in (SELECT id FROM EYtd WHERE year = ‘XXXX’ And det = ‘E’ And co = [paramComp])

Count Employees with Changes During Pay Period

select Count(distinct(id)) as ItemCountfrom logChangeswhere (tablename = 'EInfo') and(co = [paramComp]) and (changeDate between (select top 1 actualprocessdate from ccalendar where (actualprocessdate < DateAdd("n", ‐1, getDate()) AND processed <> 0 AND co = [paramComp]) order by actualprocessdate desc) AND GETDATE()) AND(changetype = 'U' and rtrim(ltrim(newValue)) <> '')

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Number of Paychecks (No Vouchers) for This Process

Select count(*) as itemCountFrom EPayHist where EPayHist.process = [paramProcess] and EPayHist.checkNumber > 0

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Chapter 6Add a Billing Product to Many Companies at Once

This chapter explains how to use two Visual Basic (VB) scripts to perform similar tasks: adding a billing product (or a W‐2 billing product, specifically) to either all companies or a company set.

Note

Read this entire chapter before you run either utility.

Download a Billing UtilityTo perform this task, you must download the appropriate Visual Basic (VB) script:

• Billing.zip — retrieve this from KB article 689 • MultipleBilling.zip — retrieve this from KB article 1017

Unzip the ZIP file to produce the VB script file.

Complete the PrerequisitesBefore you can run the script, you must perform the following:

1. Set up your:

• Billing tables (see “Defining Billing Tables (Rate Schedules)” on page 14)• Billing products (see “Define Products & Services” on page 10)• Frequencies (see the Frequencies & Accruals Guide)

2. Write down the names of each billing table, product, and frequency. You must be careful to copy their capitalization exactly.

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Note

Spelling and capitalization are important. The system does not include error checking for spelling mistakes; therefore, you must be sure to enter in the exact billing table name, product code, and frequency code.

If you make a mistake, you can either remove the product from each company manually or simply create a product and/or billing table to match the misspelling. No utility exists to remove a billing item from all companies.

Run the UtilityTo use the utility, take the following steps:

1. Double‐click on MultipleBilling.vbs to run the script.

The script displays the pop‐up window shown in Figure 46:

Figure 46: First panel of the Multiple Billing VB script

2. Enter the appropriate values in the Username, Password, and Database fields, and click the OK button.

The script displays the Company Set panel, as shown in Figure 47:

Figure 47: Company Set panel of the Multiple Billing VB script

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The default value is All.

3. If you adding a billing product and table to every company in your system, leave the value as All; otherwise, enter the name of the company set that includes the companies you wish to update.


The script displays the Billing Table panel, as shown in Figure 48:

Figure 48: Billing Table panel of the Multiple Billing VB script

The default value is MyTable.

5. Change the name of the table from MyTable to the name of the billing table in “Complete the Prerequisites” on page 61.


The script displays the Product Code panel, as shown in Figure 49:

Figure 49: Product Code panel of the Multiple Billing VB script

The default value is MyProduct.

7. Change the name of the table from MyProduct to the name of the billing product in “Complete the Prerequisites” on page 61.


The script displays the Frequency panel, as shown in Figure 50:

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Figure 50: Frequency panel of the Multiple Billing VB script

The default value is MyFreq.

Note

If the frequency does not already exist on the company, it will be added. The default is an annual frequency set to bill in the last week of January with Auto Makeup checked. If the frequency does exist on the company, the billing product will use these settings.

9. Change the name of the frequency from MyFreq to a frequency code that exists on your system.


The script displays the Description panel, as shown in Figure 51:

Figure 51: Description panel of the Multiple Billing VB script

The default value is Enter a description here.

11. Enter a name for this product.


The script lets you know that you are done, as shown in Figure 52:

Figure 52: Last panel of the Multiple Billing VB script

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The start and end dates entered for the product are 01/01/2002 and 12/31/2100, respectively.

Once you have added the product to the company and done your billing, all you really need to do the next year is adjust the billing SQL to look at the correct year.

You can use this utility to configure your W‐2 billing when you initially set up future companies in order to avoid having to set up a W‐2 billing product in the future on each company.

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billing guide - mpaywebhelp.mpay.com/content/pdflibrary/m3_billing_gd_sb.pdf · system > setup...

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