Agency Payable

Overview

The Agency Payable screen in Core is used to pay the payroll agencies after processing the payroll. The mandatory withholdings that you take from your employee paychecks remains a liability until you submit the payment to the respective agency. Such withholdings include federal, state and local income tax, social security, medicare tax, state unemployment, disability insurance, etc. Employee contributions for voluntary benefits, such as health, life and disability insurance, retirement plans, adoption assistance, and flexible spending accounts also remain as liabilities until you pay the money to the appropriate agency. These liabilities are mostly the money owed to different agencies, but can also include reimbursable expenses like airfare that was incurred by employees while performing a specific task for the company. So the Agency Payable screen allows you to manage the payments of all outstanding agency bills as well as approved reimbursable expenses after the payroll is generated and employees are paid.

Field Descriptions

Basic Tasks

Pay Agency Bills

Edit Agency Payments

View Reports

Advanced Tasks

Add Documents

Add Custom Fields

Show/Hide Columns in Grid

Apply Filters

Mark Screen as Favorite

Field Descriptions

FIELD NAME FIELD DESCRIPTION
Accounts Payable > Create Agency Payable >
Method This is the payment method for the agency payable. It can be Check, Credit Card or EFT.
Account Account you want to use for paying the bills to the agencies. It can be a bank or credit card account. The ending balance of this account is displayed so that you know whether a payment can be made using that account or not.
Check No. If the payment method is check, you have two options:
  • Print Later: You can print the check later from the Print Checks screen.
  • Assign Manually: If you are writing a manual check for the agency and want to associate its check number to the payment in Core, you can choose to assign the check number manually on processing.
Due Date This is the due date of the bill or payables.
Payee This is the receiver of the payment and can be the IRS, payroll agency, tax department, withholding agency, etc.
Type This is the type of payment being made such as employee taxes, company taxes, employee deduction, etc. 
Amount Due Amount owed to the agency. It is the total amount for the service or expense item provided by the agency.
Pay Amount Actual amount to be paid against the bill. It is editable.

 

Pay Agency Bills

To pay an agency bill:

    1. Open the Agency Payable screen from the side menu > Payroll> Agency Payable.

    2. Click Create New on the top-right.

    3. On the Create Agency Payments dialog, set the filters for the bills you want to pay.

    4. Click Continue.

    5. On the Create Agency Payments screen, enter the payment details:

      • Date

      • Account: Account you want to use for paying the bills to the agencies. It can be a bank or credit card account. The ending balance of this account is displayed so that you know whether a payment can be made using that account or not.

      • Method: This is the payment method for the agency payable. It can be Check, Credit Card or EFT.

      • Check No.: If the payment method is check, you have two options:

        • Print Later: You can print the check later from the Print Checks screen.
        • Assign Manually: If you are writing a manual check for the agency and want to associate its check number to the payment in Core, you can choose to assign the check number manually on processing.

       

    6. Under the Payables section, select the bills to pay. This automatically applies full payment to each bill.

    7. You can manually enter or change the Pay Amount. (Actual amount to be paid against the bill. It is editable.)

    8. Click Save & Done or Save & Add Another. The agency bill is paid.

Edit Agency Payments

You can view and edit agency payment details in the detail view. Core allows you to view the details of the agency bills that are paid.

 

To edit an agency payment:

    1. Open the Agency Payable screen from the side menu > Payroll > Agency Payable.
    2. Select the payment records on the grid and click Actions > Delete to delete them.
    3. To edit a single payment, click  on that row and select View Details.
    4. Depending on the type of agency payment, you are taken to its Edit > General screen, where you can enter details or make the desired changes.
    5. Click Save.

View Reports

To view a report:

    1. Open the Agency Payable screen from the side menu > Payroll > Agency Payable.
    2. In the list view, click More > View Reports.
    3. Select a report from the Report List dialog. It opens in the viewer.
    4. Preview the report and then choose to export or print it.

 

 Add Documents

To attach a document to an agency record:

    1. Open the Agency Payable screen from the side menu > Payroll > Agency Payable.

    2. In the list view, select an agency on the grid and click  to select View Details.

    3. In the detail view, go to the Documents tab and click Add.

    4. On the Add Documents dialog, select the relevant tab, depending on the type of the attachment:

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library. This option is available with Core CRM subscription only.

    5. Click Add.

  1. Core pre-fills the information about the attached documents in the grid.

Add Custom Fields

Using custom fields, you can track extra characteristics and attributes of the agencies.

To add a custom field:

    1. Open the Agency Payable screen from the side menu > Payroll > Agency Payable.

    2. In the list view, select an agency bill on the grid and click  to select View Details.

    3. In the detail view, go to Custom Fields tab and click Add Custom Field.

    4. Select the type of the field you want depending on the purpose, say Text Box.

    5. On the Add Text Box dialog, enter the details as required by the type of the field, say

      • Name

      • Type

      • # of Characters

    1. Check Show in List View if you want this field to appear under the Show/Hide Columns list and show up on the grid.

    2. Click Save.

    Note: You can display a maximum of three custom fields on the list view per screen.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Agency Payable screen from the side menu > Payroll > Agency Payable.
    2. In the list view, click More > Show/Hide Columns on the action bar.
    3. Select or un-select the column names in the drop-down list, say Account.
    4. Next, click the column you want to sort the data by, say Type.
    5. Click once for ascending order (A-Z) and twice for descending order (Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

 

Apply Filters

Besides filtering data using the standard fields on a screen, you can also use the custom fields for that, if you have set them up.

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Agency Payable screen from the side menu > Payroll > Agency Payable.

    1. In the list view,  click  on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter. You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking  on each. To disable applied filters temporarily or remove all filters, click next to the Filters icon and select Disable Filters or Clear All, respectively.

 

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Agency Payable screen from the side menu > Payroll > Agency Payable.
    2. In the list view, click  on the top-right.
    3. You can access this screen from the side menu under Favorites.

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