The PeopleSoft Interface plugin is a part of the payroll system designed to calculate marine compensation payments for a specific period. Based on the data obtained in the result of the calculation, the system generates vendor and voucher files to be exported to a third-party application for payment processing.

A vendor file contains information relevant to a given crew member: personal and banking details. A voucher is a file that shows the amount of money to be paid.

Functionality

There are three payment types in the PeopleSoft Interface plugin:

• ALL stands for an allotment. It is a portion of the amount earned and transferred to an alternative receiver (relative or any other person) defined by a crew member.

• EOV stands for the end of voyage. The payment is covered at the end of voyage or in case a crew member is discharged. This payment type also refers to additional payments which are normally made together with the end of voyage payments.

• ADV stands for an advance payment. It is a part of a due sum that may be paid in advance.

The section will walk you through the detailed instructions on how to perform each type of payment as well as to generate voucher and vendor files for export.

End of Voyage Payment 

This type of payment assumes the net payment which is the amount a crew member receives at the end of voyage once the sum of all allowances have been reduced by deductions and taxes.

Before setting up a direct deposit transfer to pay a crew member, make sure the provided account information is valid. In case the verification is successful, select the Prenote Confirmed? option on the Payment tab:

Open

On setting up the net payment transaction in the Payroll module, you can verify whether the transaction is fetched to the PeopleSoft Interface and ready for export. To do this, switch to the Tools ribbon tab and click the Export button. From the drop-down list, select PeopleSoft Interface. The following dialog appears:

Open

Click Net Payment.

This results in displaying a dialog with a list of transactions that correspond to the end of voyage payment (994 Entry code):

The data in the dialog is arranged in two tabs: Vendor and Voucher.

The Vendor tab contains information relevant to a given crew member: personal and banking details. The Voucher tab shows the amount of money to be paid. For more information, see PeopleSoft Payment Interface plugin#Voucher and Vendor Commands.

Advance Payment

An advance payment is a part of the sum that may be requested before the end of voyage.

On setting up the advance transaction(s) in the Payroll module, switch to the Tools ribbon tab and click the Export button. From the drop-down list, select PeopleSoft Interface. When done, the following dialog appears:

In the dialog, click Advance Payment. Clicking the command opens the Select Entry Codes dialog where you can view the entry code(s) defined as Advance Entry Code(s):

Select the entry code(s) you want to be exported and click OK to continue. 

As a result, the system displays the grid detailing the information specifically for the advance type of payment:

Allotment Payment

An allotment is a portion of the sum that is to be send to an alternative receiver (a relative or any other person) defined by a crew member.

On setting up the allotment transaction in the Payroll module, switch to the Tools ribbon tab and click the Export button. From the drop-down list, select PeopleSoft Interface. The following dialog appears:

Within the dialog, click Advance Payment. Clicking the command opens the Select Entry Codes dialog:

At the bottom of the Select Entry Codes dialog, select the Allotment option. This opens the dialog where you can view the entry code(s) defined as Allotment Entry(ies):

Select the entry code(s) you want to be exported and click OK to proceed.

As a result, the system displays the grid detailing the information specifically for the allotment type of payment:

Additional Payment

An additional payment is a one time payment that is processed outside of the normal processing cycle. Examples include a one time bonus, an award, etc.

On setting up the additional payment transaction in the Payroll module, switch to the Tools ribbon tab and click the Export button. From the drop-down list, select PeopleSoft Interface. The following dialog appears:

Within the dialog, click Additional Payment. 

As a result, the system displays the grid detailing the information specifically for additional payment:

Voucher and Vendor Commands

On selecting the required type of payment, the system shows you relevant information combined in tabs: Voucher and Vendor:

On the toolbar, you can access the following commands:

• Date shows the current date, by default. You can select a date in the drop-down calendar.

• Vessel Accounting Code is a unique ID number of a vessel. If undefined, select it from the drop-down list and click the Refresh button.

• Payment Date From Field is used to define a field from the pw001pay table where the payment date is stored.

• Tag All. Click the button to select all the records in the grid.

• Untag All. Click the button to clear all the selected records in the grid. 

• Refresh. Click the button to reload data in the grid.

• Export. Click the button to export the selected records to a third-party application.

• Print. Click the button to print the active page.

• Exit. Click the button to close the dialog.

Let us now proceed to detailed description of the fields available in both Voucher and Vendor tabs.

Click the Voucher tab to see the grid with data:

The voucher format contains the following fields:

• S allows selecting the fields you want to be exported. By default, all the fields are selected. 

• Pin is the personal identification number of a crew member in APM.

• Name is the name of a crew member. The data is fetched from the Personal Details datagroup in APM.

• Payment Date identifies the date when the payment was processed. The field is primarily used to filter the payments scheduled for a specific date.

• Vendor Short Name is an identification number for the vendor file. Based on the selected Balance Action in Additional Payments Info, the identification number may be represented in different ways. In case the Balance Action in Additional Payments Info is set to ISO20020/Swift, it is represented as a combination of a PIN number and an encrypted bank account of a crew member. On case the Balance Action in Additional Payment info is set to Check Payment, the identification number is represented as a combination of a PIN number and an encrypted Receiver Name.

• Vessel Accounting Code is the unique ID number of a vessel. 

• Origin shows a payment type.

• Gross Amount is the amount due.

Now, switch to the Vendor tab to see the data:

The vendor format includes the fields:

• S allows selecting the fields that you want to be exported. By default, all the fields are selected. 

• Pin is a personal identification number of a crew member in APM.

• ID is an identification number that is represented as a combination of a PIN number and an encrypted bank account of a crew member. The same ID number is indicated in the voucher file.

• Name specifies the crew member's last name and first name.

• Bank Account No identifies the bank account number of a crew member. By default, the data is fetched from the Payment tab. In case a reference has been added for advance payment, the bank account number is fetched from the Payroll Additional Info dialog.

• Address1 (mandatory) is a crew member's actual address. 

• Address2 is a crew member's actual address

• City (mandatory) is a post place.

• State (mandatory) is a valid state code that is fetched from the Regions Editor based on the defined post code.

• Country (mandatory) is a country name. The data is represented as an ISO country code that consists of 3 letters.

• ZIP (mandatory) is a numeric post code.

  
  
  

• Prenote / Confirm identifies whether the crew member's banking information has been verified.

• Routine Number is the USA bank routine number available in the Payment tab.

• Account Type is a bank account type that is fetched from the Payment tab. The field may acquire such values: S for savings, C for checking.

• E-mail is a crew member's email address that is fetched from the Personal Details.
  
  
  

Export Voucher and Vendor Info

On setting the transactions, you can now export them to PeopleSoft for further processing. To do this, simply switch to the Tools ribbon bar and click the Export button. From the drop-down list, select the PeopleSoft Interface option to make the following dialog appear on the screen:

In the dialog, click the payment type for which you want to generate the voucher and vendor files and export them to PeopleSoft. On clicking, you can now see the grid with data for both vendor and voucher files:

Now, proceed as described below:

1. On the Voucher and Vendor tabs, select the data fields to be exported. By default, all the fields are pre-selected.

2. At the bottom of the dialog, set the Export Directory. To do this, click the Browse button and specify the location where you want to export the file(s).

3. In the Payment Bank field (if available), select the bank to be involved into processing the transaction.

4. Click the Export button on the toolbar.

Before exporting, you can enter any comment:

Click OK to proceed.

The system then informs you when the files are exported:

Click OK to proceed.

Click OK to proceed. 

The name of the exported file consists of the following parts: Prefix filename_Payment+ YYYYMMDDHHNNSS.

When the files are exported, they are stored in the log file for further reference:

Click OK to proceed. For more information on the vendor log, see Maintaining Vendor Log.

Besides, you can lock the payment entries to avoid exporting the files again. To do this, confirm your choice when the following message appears:

Click Yes to confirm. The following message appears:

Export Vendor Info

You have the possibility to export only vendor file containing data relevant to a given crew member: personal and banking details. For this, simply switch to the start dialog of the PeopleSoft plug-in:

In the dialog, click Export Vendor Information. This evolves the following dialog:

Now, proceed as described below:

1. On the Voucher and Vendor tabs, select the data fields to be exported. By default, all the fields are pre-selected.

2. At the bottom of the dialog, set the Export Directory. To do this, click the Browse button and specify the location where you want to export the file(s).

3. In the Payment Bank field (if available), select the bank to be involved into processing the transaction.

4. Click the Export button on the toolbar.
   
   
   

As a result, the system informs you when the files are exported:

Click OK to proceed.

The name of the exported file consists of the following parts: Prefix filename_Payment+ YYYYMMDDHHNNSS.

When the files are exported, they are stored in the log file for further reference:

Click OK to proceed. For more information on the vendor log, see Maintaining Vendor Log.

Maintaining Vendor Log

After exporting vendor and/or voucher files, the system informs you that a vendor file has been stored in a vendor log:

Click OK to proceed.

A vendor log is specifically designed for storing crew members' banking information that has been exported and/or registered in PeopleSoft. To access the vendor log, switch to the Tools ribbon bar and click the Export button. From the drop-down list, select the PeopleSoft Interface option to make the following dialog appear on the screen:

In the dialog, click Maintain/Export Vendor Log. When clicked, the vendor log grid opens up:

In the log grid, you can see the records that have been exported to PeopleSoft. 

When the records are processed by PeopleSoft, the status of the file in a vendor log becomes Registered.

Moreover, the vendor log allows exporting the records to PeopleSoft again. To do this, in the S column, select the records to be exported and click Export on the toolbar.

Field Mapping

Field mapping defines the mapping between the fields in APM and PeopleSoft, as shown in the table below.

Let us first consider the field mapping in the vendor file:

Now, consider the field mapping in the voucher file:

Housekeeping

This section describes a one-time setup you need to perform to make the plug-in fully functional.

Installing Plug-in

To install the plug-in, navigate to Install APM Plugin and follow the step-by-step instructions carefully.

The latest plug-in version is available: http://download.adonis.no/files/upgrade/PersonnelManager/Plugins/PeopleSoft/

Configuring Plug-in Properties

You can configure the plugin properties. To do this, switch to the Tools ribbon bar and click the Export button. From the drop-down list, select the PeopleSoft Interface option to make the following dialog appear on the screen:

In the dialog, click the Setup button. This opens the Payment Setup dialog:

Within the dialog, the following properties are available:

• Prefix Filename For Voucher (mandatory). Enter a prefix for a voucher file.

• Prefix Filename For Vendor (mandatory). Enter a prefix for a vendor file.

• Lock Always Payment Entries. Select the checkbox if you want to lock the payment entries in order to avoid exporting the files again.

• Always Include New Vendor(s) During Payments. Select the option if you want the payments (Net Payments, Advance Payments and Additional Payments) to include new vendor(s) from Family members even if they haven't had any payment transactions yet.

• Vendor From Family Member(s). Select the family member codes you want to be fetched to a vendor file.

On completing, click OK to save the data.

Balance Action Setup

The PeopleSoft Interface plugin supports two payment methods: electronic and physical payments.

An electronic payment refers to a payment made from one bank account to another. Each bank applies its own format of payment file according to ISO standards. It is required to specify the ISO standard designed for electronic data interchange between banks. For this, follow the steps below:

1. Open the Payroll module and navigate through the tabs: Payment > New Balance:
   
   
   

2. In the Action drop-down list, select the ISO20022/Swift option.

3. Click the Save button on the toolbar to confirm the changes.
   
   
   

A physical payment refers to checks that are sent to a financial institution or to a recipient's address by mail. To set the physical check as a payment method, proceed as described below:

1. Open the Payroll module and navigate through the tabs: Payment > New Balance:
   
   
   

2. In the Action drop-down list, select the Check Payment option.
   
   

   
   
   

3. Click the Save button on the toolbar to confirm the changes.

Bank Transfer Setup

To define a payment bank, navigate to the Setup ribbon tab > Organization structure and follow the steps below.

1. Select the organization to which a person is linked.

2. Switch to Payroll > Payment. Make sure you are in the Electronic payment tab. 

3. In the Bank account for Netpay grid, click the Add button. Clicking the command enables the fields to be filled out:
   

   • Account No. Enter the account number.

   • ID. Enter an order number of the record.

   • Bank. Enter a name of the bank to be involved.

   • Currency. Enter the currency to be used.
     
     

Now, proceed with the following steps:

1. Navigate to the Setup ribbon tab > General Codes > Payroll > Banks. When the list of banks appears, find and double click your payment bank.

2. In the General Code Editor (Banks) dialog that appears, select the PeopleSoft option from the Bank Transfer drop-down list:
   
   

3. Click OK to confirm the applied changes.