Payables uses employee information to create and update employee type supplier records. You can then pay employees for expense reports and invoices. If your site uses Oracle HRMS, then you can access employee information entered by your Human Resources department through the People window. If your site does not have Oracle HRMS installed, you can access employee information in the Enter Person window.
If you have access to the function POS_HT_SP_EMP_SUPPLIER, then only you can create, update, or query employee type suppliers. The creation and update of employee suppliers are disabled by default.
To provide access to create employee type suppliers:
Include the function POS_HT_SP_EMP_SUPPLIER with the grant flag checked to access to both standard and employee vendors
Check the grant flag for the function POS_HT_SP_EMP_SUPPLIER in the menu POS_HT_SP_FULL_ACCESS_MENU. All the users who can create standard suppliers can also create employee suppliers.
To set up Payables for integration with employee information:
In the Financials Options window, set the options in the Human Resources region. These provide defaults during employee record entry.
In the Payables System Setup window, in the Supplier Number Entry field, choose Automatic. If you don't choose this option, then Payables can't automatically create suppliers for you during Expense Report Export.
In the Payables Options window, set the options in the Expense Report region. Enable the Automatically Create Employee as Supplier option so Payables will automatically create a supplier record the first time you import an expense report for each employee.
Enter employee records. Either your Human Resources department enters employee information in the People window (if HRMS is installed), or the appropriate department enters employee information in the Enter Person window. To ensure that Payables can create a supplier record during Expense Report Export, the following are requirements for each employee record:
the employee name is unique
reimbursement address for either Home or Office exists
City/State/Country does not exceed 25 characters
Zip Code for the home address does not exceed 20 characters
(Optional) In the Suppliers page, enter a supplier record for the employee. You don't need to do this step if you complete steps 2 and 3, because the system creates supplier records automatically during Expense Report Export.
To link an existing supplier with an employee, in the Suppliers: Organization page, choose Employee as the Type, then enter either the employee name in the Supplier Name field or the employee number in the Supplier Number field. (Payables creates this link automatically for any employee supplier records it creates during Expense Report Export.)
Check the Grant access to the security function, POS_HT_SP_EMP_SUPPLIER, that enables you to create, update, or query employee suppliers. Creation and updating of employee suppliers is disabled by default.
When you grant access to the Employee Supplier security function, all the users who can create standard suppliers can also create employee type suppliers.
When employee records are updated, the associated supplier records are not automatically updated in the Suppliers pages. However, Payables updates employee type supplier records at two times:
Expense Report Export:
Payables creates a new supplier record when you import the first expense report for an employee if the Payables option Automatically Create Employee as Supplier is enabled and if no supplier record already exists for the employee. The new supplier record is linked to the employee record, and the supplier record has a single pay site of either Home or Office, depending on which is selected in the Send To field on the expense report.
When Expense Report Export imports an expense report for an employee, if a supplier record already exists, then Payables ensures that the addresses of any existing Home or Office supplier sites match the employee record.
Employee Update Program: You can submit this program at any time to update employee type supplier name from the corresponding employee records. The program updates only Supplier Name:
Supplier name (updated from employee name)
Suggestion: The system links the supplier number with the employee number, so the link between the records is maintained even if the employee name and supplier name change. So if you want to query all records for any supplier, use the supplier number.
The following two information are not updated automatically:
Home and Office supplier site addresses (updated from employee home address and office location)
Inactive Date field for supplier, and for Home and Office supplier sites (updated if an employment termination date has been entered)