In some areas of the UK, it is common to have both subcontractors and paid employees working on the same development.
The VAP/Payroll link allows you to enter payments for employees who are paid through Coins ERP+Payroll, while taking advantage of the validation in VAP to ensure, for example, that overpayments are prevented and that the correct person is paid for the work.
To record VAP/Payroll payments:
Use VAP/Payroll Payment Input to record the payments for each plot/payment stage combination.
If you are using green cards, enter the card number. Otherwise, enter the order number, the cost head, the payment stage and the plot number.
Select the employee who is to be paid for the work.
If the stage is a lump-sum stage, Coins ERP+ fills in the full amount; if it is a capped stage, enter the details of the payment.
When you have completed the entry and the payment is ready for approval, tick the Input Complete box and save the record.
To move the payments on to the commercial approval stage, from the Options menu select Next Stage.
Any completed payment entries are removed from the VAP/Payroll Payment Input browse and appear on the commercial approval screen.
To give commercial approval for the payments:
Approval is a two-stage process. The payments must first be commercially approved, then financially approved.
Go to Commercial Approval
If necessary, you can update an entry to amend the payment amount before you approve it.
To prevent a payment from being approved by mistake, open the entry and tick the Hold Release box.
Approve the payments:
Select the payments you want to approve, and from the Choose Action list, select Release.
To approve all valid payments, from the Options menu select Bulk Release.
Any payments you approve are removed from the Commercial Approval browse and appear on the financial approval screen.
To give financial approval for the payments :
Go to Financial Approval.
To prevent a payment from being approved by mistake, open the entry and tick the Hold Release box.
Approve the payments:
Select the payments you want to approve, and from the Choose Action list, select Release.
To approve all valid payments, from the Options menu select Bulk Release.
After a payment has been approved (on both the commercial and financial approval screens), it needs to be processed.
To process payments:
Run Process Approved Payments to create a subcontract payment batch and create the appropriate entries in Payroll against the employees.
Payments for an employee that have been posted in VAP but have not been paid through Payroll are shown on the Pending VAP Payments enquiry screen on the employee record.