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.
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 Financials Options window, in the Supplier Entry region, for the Supplier Number Entry option, choose Automatic. If you don't choose this option, then Payables can't automatically create suppliers for you during Expense Report Import.
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 Import, the following are requirements for each employee record:
the employee name is unique
reimbursement address for either Home or Office exists
address lines 1-3 for the home address do not exceed 35 characters
City/State/Country does not exceed 25 characters
Zip Code for the home address does not exceed 20 characters
(Optional) In the Suppliers window, 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 Import.
To link an existing supplier with an employee, in the Classification region of the Suppliers window, choose Employee as the Type, then enter either the employee name in the Employee Name field or the employee number in the Number field. (Payables creates this link automatically for any employee supplier records it creates during Expense Report Import.)
When employee records are updated, the associated supplier records are not automatically updated in the Suppliers and Supplier Sites windows. However, Payables updates employee type supplier records at two times:
Expense Report Import:
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 Import 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 records from the corresponding employee records. The program updates the following information:
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.
Supplier site address (updated from employee Home and location addresses)
Inactive On date for supplier, and for Home and Office supplier sites (updated if employment termination date has been entered)