Associate On-Cost Types with a Subcontractor (AU and CA)

You must associate on-cost types with a subcontractor to allow paying burden/on-cost amounts on behalf of that subcontractor.

  • You must set up on-cost types in the AP On Cost Types form.
  • If you want groups of on-cost types associated with subcontractors, set up your on-cost groups and their related cost types in the AP On-Cost Groups form.
You can enter on-cost types manually on the On-Cost tab in the AP Vendors form, or you can default on-cost types to this tab by associating on-cost groups with the subcontractor.

If you do not associate on-cost types with a subcontractor in the AP Vendors form, the system displays a warning when you bring the subcontractor's invoices into the AP On-Cost Workfile for the purpose of creating on-cost invoices. You can then associate on-cost types with a subcontractor on that form.

To associate on-cost types with a subcontractor using the AP Vendors and/or AP On-Cost Workfile form(s):

  1. To associate on-cost types to the subcontractor in the AP Vendors form based on an on-cost group:
    1. Select Tasks > Add On-Cost Types to Vendor.
      The system displays the AP Vendor On-Cost Groups form.
    2. Enter the group number in the On-Cost Group field.
    3. Click Add Types to Vendor.
      The system adds all on-cost types associated with the group to the On-Cost tab on the AP Vendors form and displays a confirmation message.
    4. Click Close.
    5. Select the On-Cost tab on the AP Vendors form and confirm that the correct types are now displayed.
  2. To manually enter individual on-cost types to the subcontractor in the AP Vendors form:
    1. Select the On-Cost tab.
    2. In the On-Cost ID field, enter an on-cost type ID or press F4 to select from a list of valid on-cost type IDs.
      The system defaults information in the Calc Method, Rate, Amount, Pay Type, On-Cost Vendor, and ATO Category (AU) fields. If the ATO Category field defaults to either Superannuation or Superannuation-Extra, the system enables the Fund and Membership Number fields.
    3. Overide the defaults for any of the fields, as necessary.
    4. For users in Australia only: If the ATO Category field defaults to either Superannuation or Superannuation-Extra:
      • In the Fund field, enter a superannuation fund for the subcontractor or press F4 for a list of valid superannuation funds.
      • In the Membership Number field, enter the subcontractor's membership number.
    5. Save the record.
      Tip: To clear all of the records off the On-Cost tab automatically, click Tasks > Add On-Cost Types to Vendor. Once the AP Vendor On-Cost Groups form displays, click Clear All. The system will remove all on-cost types from the On-Cost tab on the AP Vendors form.
  3. To associate on-cost types to the subcontractor using the AP On-Cost Workfile form:
    1. In the AP On-Cost Workfile header grid, select an invoice for the subcontractor to which you want to associate on-cost types.
    2. Select the On-Cost Types tab.
    3. In the On-Cost ID field, enter an on-cost type ID or press F4 to select from a list of valid on-cost type IDs.
      The system defaults information in the Calc Method, Rate, Amount, Pay Type, On-Cost Vendor, and ATO Category (AU) fields. If the ATO Category field defaults to either Superannuation or Superannuation-Extra, the system enables the Fund and Membership Number fields.
    4. Override the defaults for any of the fields as necessary.
    5. For user in Australia only: If the ATO Category field defaults to either Superannuation or Superannuation-Extra:
      • In the Fund field, enter a superannuation fund for the subcontractor or press F4 for a list of valid superannuation funds.
      • In the Membership Number field, enter the subcontractor's membership number.
    6. Save the record.
      The system automatically updates the On-Cost tab in the AP Vendors form for the subcontractor.