Tag Archives: Payables

Lesson #71

Payables – Print 1099 Forms function

If you provide your independent contractors with 1099s, use this function to generate PDF federal 1099-NEC forms to print.

When entering resources into RB — or at anytime before issuing 1099s — you can designate if they should be eligible to receive 1099s from you in their resource listings. Not all resources require 1099 forms — for example your conference rooms — so you select which resources should be included in the potential pool of 1099 recipients. If you didn’t designate which resources should be issued 1099s when setting up resources, you can use RB’s Bulk Update tool to designate all potential 1099 recipients at once.

Default settings might be all you need

The Print 1099 Forms function defaults to all potential 1099 recipients for last year who earned more than $600 from any of your company’s business units (BUs). You can :

• Change the date range.
• Restrict the resources to a specific pay group or groups.
• Raise or lower the cutoff earned amount to be included.
• Choose to view resources paid for specific BUs’ jobs.
• View the results for a single resource.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Before printing 1099s you can click on any resource listed to view/update their RB listing.

In the list of eligible 1099 recipients you select which resources should receive 1099s, then which BU will be issuing the 1099s. RB9 creates a PDF file of the 1099 information to print on preprinted laser-compatible IRS forms. If you use Chrome as your browser for RB9 printing, you can print directly from the browser. Otherwise the PDF automatically downloads, then you print it from Adobe Acrobat.

If the information doesn’t print correctly on the IRS forms, you can make adjustments in RB9 to the margins to align the RB9 output with the 1099-NEC form’s fields.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: View summaries of your independent contractors’ taxable pay. Then print out their miscellaneous income information on preprinted laser-compatible IRS 1099-NEC forms.

RB concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately — such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Resource: Person or thing that provides your business with a service — such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #70

Payables – 1099 Pay Detail function

Look up what you have paid your independent contractors, broken down by pay date and amount. View payment details and adjust pay amounts to correct total pay, if needed.

A common reason for adjusting totals is if you started using RB9 after you had already issued paychecks to independent contractors earlier in the calendar year. Make your 1099-NEC forms accurate by entering year-to-date (YTD) information to summarize payroll transactions from January 1st up to your RB9 start date.

Another common adjustment is to add checks you wrote by hand (such as advances).

Review payments

When reviewing pay totals, the 1099 Pay Detail function defaults to last year. You can change the date range to view a different pay period, if desired. You can view payments to all resources for the pay period or select a single resource to view their pay details. Pay details include pay amounts and dates, plus any adjustments, check dates, check numbers, and comments.

When viewing details for a specific pay amount, you can enter/update some information like your check number, check date, remarks about the payment, and your business unit responsible for issuing a 1099 for this payment. You can also view and update the resource’s listing from here.

If desired, you can export this report to save, print, share, or use in other applications.

Make adjustments

You can adjust individual resource’s pay amounts before printing IRS 1099-NEC forms for your independent contractors or at any time to include checks written by hand or to correct errors.

To include prior payroll for a resource, you create an entry using the last payroll date before you started using RB9, the total payroll amounts you paid the resource during the calendar year from January 1 to the payroll date entered, and the last check date before you started using RB9.

To add handwritten checks, you enter the actual pay date, the check amount, and the date the check was written.

For all adjustments, you must assign one of your business units that will be responsible for issuing a 1099 to the resource. Usually this is your main office, which is the default. You can also enter the check number and/or the reason for the adjustment.

The pay adjustment is added to the resource’s pay listings with a checkmark in the Adjustment column so you can quickly differentiate adjustments from other total pay amounts.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Review payments made to independent contractors. And before printing IRS 1099-NEC forms for your independent contractors, you can adjust the gross pay totals RB9 provides.

RB concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately, such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #69

Payables – Print Checks function

After closing payroll and printing a final copy of the Resource Pay Statements report, the last task is to cut checks. You have 3 options in RB9 for generating paychecks:

• Print resource payroll checks from RB9.
• Export checks in NACHA format for direct deposits.
• Transfer checks to QuickBooks.

You do not have to use the same method for all resources; you select which resources get paid via which method when cutting checks.

In the Print Checks function, the current pay date (that was just closed) automatically appears in Pay Date (you can select a different closed pay date if desired). RB9 lists all of the resources being paid in the selected payroll along with their check amounts.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Print checks

If you want to pay by check, you select which resources to pay. Then enter the starting check number and a memo field message, if desired.

RB9 creates a PDF file of the checks to print from Adobe Acrobat, and enters the check numbers and date in the paid resources’ listings in the results grid. RB9 creates the PDF according to your settings to print on your own voucher or standard business checks, including Quickbooks-compatible laser checks. Printed checks include the resource’s billing address instead of their home address if there is one in their RB9 profile.

Direct deposit

You can skip the hassles of printed checks, by direct depositing pay in your resources’ accounts instead. To prepare for direct deposit, you must do 3 things:

• Sign up for direct deposit with your bank.
• Set up your RB9 system preferences for direct deposit payables. (Some of this information is from your business account, the rest you can get from your bank when you sign up for direct deposit.)
• Enter your resources’s banking account number, routing number, and account type in their RB9 profiles.

Then select the resources in the Print Checks function whom you want to direct deposit paychecks for, export a NACHA-formatted file, and send it to your bank. They will transfer the funds for you. (NACHA stands for National Automated Clearing House Association, which has a system for electronic funds transfers, such as direct deposits, from one bank account to another.)

When you choose to export a NACHA-formatted file, you select the effective date of the deposit (default is two days from today). If any resource doesn’t have banking information in their profile, RB9 will stop the export and alert you to missing information. You can click a resource’s name in the Print Checks screen and add the information to their profile.

RB9 exports NACHA-formatted files with the file name “NACHA-[today’s date].txt” to send to your bank for processing.

QuickBooks checks

If you use QuickBooks to print resource payroll checks and deduct the amounts from your checking account, export pay information here to import into QuickBooks.

Select the resources in the current payroll whom you want to pay through QuickBooks and RB9 will export a file in QuickBooks IIF format to your desktop so you can import it into QuickBooks.

TIP: If you pay resources through QuickBooks, you can skip a step with RB9’s QuickBooks Integrator. By using the QuickBooks Integrator in Tools, you can import payroll directly into QuickBooks and eliminate the need to export payroll first.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: You can print paychecks directly from RB9, direct deposit checks, or export them to use in QuickBooks.

RB concepts in this lesson

Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #67

Payables – Send Resource Pay Statements function

After closing payroll, archive a copy of the final version of the Resource Pay Statements report for your reference, then either email or print and mail resources their individual pages of the report.

This function looks like the Pay Resources function where you generate draft pay statements and close payroll. You select the current pay date that you closed in Pay Resources, and the screen displays the Pay Group and cutoff date associated with the pay date selected, so you can double-check that you selected the correct pay date.

The results list all resources to be paid in the current payroll, along with the amounts to be paid. You can deselect any resource listed whom you do not want to pay at this time. You can click any resource to view their details, for example to check that they have an email address in their listing.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Generate a report for your records

After reviewing the on-screen results, you can generate the report for your records: The report lists each invoice (to be paid for the specified payroll), grouped and subtotaled by resource, with each resource starting on a new page. The last page of the report lists the grand total amount for all resources included in the report.

You can search for a word or phrase in the onscreen report. RB will highlight all instances of your searched word/phrase in the report and list them in a scroll box along with the page number where they occur. Export the report in a variety of formats to save and/or edit in another application, or print it.

After making a final copy of the Resource Pay Statements report for the office, send resources their pay statements from the same results list.

Provide pay statements in the format resources want

You can email resources their pay statements, or print and mail/hand out the statements along with their paychecks. If you will email some pay statements and print others, you will need to send pay statements in 2 separate batches. And you probably don’t have to produce pay statements for any resources that are not people, such as your conference rooms.

In addition to having the email/print option for pay statements, you can also choose to send either summary or detailed pay statements. Summary statements only include invoice totals. Detailed pay statements break down invoice totals to include their service items’ details (number of units, pay rate, and subtotal).

Email

To email statements, you select which resources will receive the emailed statements, then select which version, summary or detailed, the selected resources will receive. Before sending the statements, you can preview and/or edit each pay statement email, change the sender, and attach additional files. Or if you want to make global changes to the pay statement email template or the default sender address, update them in System Preferences.

When the statements have been emailed, RB notes the outcome for each resource in the Result column. Any statement that failed to send displays the results in red so you can easily see what is wrong. RB also generates an automatic entry in each resource’s Notes Log recording the date, time, and user who sent the email. And RB9 records the emails sent in the Email Log function in Tools, so you can refer back to them later.

Print

If you want to give resources their pay statements with their pay checks, select which resources will receive the printed statements, then print out the static report in either summary or detailed form.

Online

Save time and money with online statements. If you have RB Connect, resources can view their pay statements (current and past) online, eliminating the need to print or email statements.

TL;DR: After closing payroll, send resources their pay statements via email or by printing and handing out/sending as snail mail. Plus archive a final copy for your records.

RB concepts in this lesson

Cutoff Date: Last date for invoices to be included in a pay date. Default is the date of the invoice, but you can use the date invoices were paid for a single resource or all resources tied to a business unit/multiple BUs in your company.

Pay Groups: Categories of time periods your company uses to pay resources, e.g., Monthly, Weekly, On Demand.

RB Connect: Online repository, calendar, and access to your office for clients and resources, including interactive transcripts, downloadable invoices and e-commerce for clients, and online turn-in, one-touch job acknowledgements, and downloadable pay statements for resources. More >

Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #66

Payables – Pay Resources function

Before you can pay resources or send them pay statements you must close (i.e., finalize) payroll. Closing payroll ensures that no changes can be made to the payroll data after you distribute checks and pay statements to your resources.

Before you use this function to close payroll and pay resources you must set up pay dates in your RB System Preferences and enter individual resources’ pay information — such as how long they wait to get paid for an invoice — in their RB listing.

After these initial preparations Pay Resources is where you set payroll for an open payroll date, including reviewing scheduled payments to resources, and updating which invoices will be included in payroll. It is also where you close payroll.

Review current payroll

The first step in paying resources is to run the Draft Resource Pay Statements report for review. The Draft Resource Pay Statements report lists each invoice (selected for the specified pay date), grouped and subtotaled by resource. If you or your resources find any errors or missing information, you can modify the current payroll before closing payroll.

To generate the Draft Resource Pay Statements report, you select a pay date from the list you set up previously. The Pay Group (i.e., pay period) and Cutoff Date (last date for invoices to be included) associated with the pay date are displayed. (You designate the Pay Group and Cutoff Date when setting up pay dates.) Choosing from a set list minimizes the chance of running the wrong payroll: All open pay dates are listed along with their cutoff dates in chronological order with the earliest one first to make it easier to select the correct pay date.

RB calculates payroll for the selected pay date and shows every resource that has eligible outstanding pay amounts. Clicking any resource listed opens a sub-listing of all of their outstanding invoices with invoice amounts, dates, balances, pay amounts, and other relevant information displayed. Beneath the list of invoices RB lists any pay adjustments not specifically tied to an invoice that will be included in the payroll.

Modify payroll

Click one or more column headers in any sub-listing to sort the order of payments listed in ascending or descending order by those criteria. Only invoices that are checked in the sub-listing are included in this payroll. You can override which invoices to include. You cannot change or remove the non-invoice pay adjustments listed in this function. IF you need to update those use the Pay Adjustments function.

RB automatically selects which invoices to pay based on the Original Term and Copy Term settings for each resource. Terms include the number of days you wait before paying a resource on an invoice and whether the wait period starts from the invoice date or the date the invoice was paid. You can have different terms for originals and copies.

Before closing payroll you can review and modify RB’s selection of invoices for any resource. For example if a reporter asks for more money than is currently due, you can add more invoices to the current pay sheet instead of giving an advance. As you add or remove invoices for a resource the total pay for the resource adjusts on the screen.

If a resource’s list of invoices is too long to see what you want easily based on invoice number, you can click one or more different column headers to sort the list by those columns in ascending or descending order.

You can export the list of resources and their invoices as an Excel spreadsheet to save, print, share, or use in other applications.

Review payroll as a report

You can review this information in its final form as a report and have your resources review their upcoming payroll before closing payroll. Choose summary or detailed draft pay statements which you can print or email to resources. Draft pay statements have the word “Draft” splashed across every page so you don’t accidentally send or archive a draft statement instead of the real thing. If you choose a print version, you can print the report or export it in a variety of formats to view elsewhere or archive.

Draft pay statement reports compile the current payroll into a draft report with one resource per page and a grand total payroll as the last page. Each invoice listed under a resource includes the invoice number and date, whether the invoice is for an original or copy, the pay amount, job number and date, case name or description, Sold To Contact, and the resource’s reference number.

You can generate 3 versions of the draft pay statement:

• A detailed version for your office that includes the most information listing each invoice broken down by service item, including the billing rate, number of units, pay rate, pay percentage, and pay amount. This is the best draft report to select for verifying pay because it is the most complete.
• A detailed version of the report to either print out or email to resources, which lists pay by service item for each invoice included in this payroll. Similar to the detailed office version, except it does not include billing rates or pay percentages.
• A summary report, which only lists pay amounts by invoice with no further break-downs by service item. This is the draft of the report you either print out or email to resources if you prefer to give them pay statements with no details.

Reset payroll when there are mistakes

If there are any mistakes in the Pay Resources results grid or a draft pay statement, you reset payroll which deletes all entries in the current payroll, then start the payroll over again after correcting the errors. If you find the errors are due to incorrect pay info settings in the resources’ profiles (such as original term or copy term) correct those settings first before resetting the payroll.

Close payroll

After verifying payroll use this function to close payroll. RB finalizes payroll so all checked invoices are included in resource pay for this payroll and will no longer appear as outstanding obligations in payroll. Then use the Send Resource Pay Statements function to make a final copy of the Resource Pay Statements report for your office and send resources their pay statements.

TIP: You can also generate a report In Pay Resources that includes all resources who are owed money on outstanding invoices, whether they are scheduled to be paid on this pay date, for your records.

TL;DR: Review a specific pay date’s invoices, grouped and subtotaled by resource. Review and modify RB9’s automatic selection of invoices for any resource. You can also reset (restart) an incorrect payroll.

RB concepts in this lesson

Pay Group: Category of time period your company uses to pay resources, e.g., Monthly, Weekly, On Demand.

Reference No. (for resources): If a reporter or other resource (such as an agency which works for other agencies) bills you for work done, enter their invoice number as the reference number when turning in jobs so they will know which of their invoices you are paying on their pay statements.

Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #65

Payables – Pay Adjustments function

Before closing payroll adjust resource earnings in the current payroll for amounts not tied to specific invoices — such as a bonus or repayment of an advance. You can also apply recurring deductions to the current payroll, make pay adjustments to other open payrolls, and look up pay adjustments made in closed payrolls.

The default Pay Adjustments results show all resources with outstanding pay adjustments. Important information about each adjustment is displayed in the main grid.

Searching pay adjustments

You can choose to view open or closed pay dates (if you want to check previous payrolls for overlooked pay adjustments). If looking at open pay adjustments you can choose to see all open adjustments or only those for a specific pay date. If checking previous payrolls you can search a date range. You can also view pay adjustments for a single resource. (Pay Groups and cutoff dates are designated when setting up pay dates.)

Listings in the results grid display:

• Pay Date
• Pay Group
• Resource
• Amount paid/deducted
• Any remarks/notes

The cutoff date (last date for invoices to be included) for the pay date appears in the search criteria but is uneditable.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function RB will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Adding pay adjustments

To add one-off adjustments you select the resource then enter the amount and any notes you want. To include recurring deductions set them up first in the resource’s RB listing by entering the recurring amount and the start and end dates for the repayments. Then Pay Adjustments will list all resources with pay adjustments eligible for the selected payroll so you can easily select one, some, or all of them and apply the deductions to the current payroll automatically.

If you add a pay adjustment without a defined pay date the adjustment is automatically set to the next payroll. However if the open pay adjustment is a negative amount, it is set to the next payroll only if the amount can be deducted. Otherwise it remains an open pay adjustment. And if you reset payroll the pay date is automatically cleared for open pay adjustments which will be set again to the next payroll.

Pay adjustments vs. pay overrides

Use Pay Adjustments when you want to increase or decrease a resource’s payroll amount for a reason not related to a specific job or invoice — such as a bonus or a repayment of an advance on outstanding invoices. This includes recurring amounts — such as if a resource is paying back an advance in installments.

Use Override Resource Pay when you want to increase or decrease the amount a resource is paid for a billable service item tied to a specific job/invoice, add new service items to invoices to pay resources for but not bill clients for, or change which resources to pay.

TL;DR: Before closing payroll, adjust resource earnings for the current payroll including applying recurring deductions.

RB concepts in this lesson

Pay Groups: Categories of time periods your company uses to pay resources, e.g., Monthly, Weekly, On Demand.

Resource: Person or thing that provides your business with a service — such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #64

Payables – Override Resource Pay function

If you forgot to include resource pay when calculating an invoice or you used the wrong pay rate so the pay amount is wrong, you can manually change resource pay amounts on posted invoices as long as you haven’t paid the resource yet. (If you have paid the resource but want to adjust pay tied to a posted invoice you will have to reset payroll.)

Use this function to correct pay amounts for specific service items on posted invoices. You can also:

• Add pay for miscellaneous charges you are not billing to the client but want tied to the invoice, such as mileage or parking at the deposition.
• Add pay for other resources for miscellaneous charges you are not billing to the client.
• Change the resource for specific service items.

Overriding resource pay does not change the invoice for the client because the invoice has already been posted. This function only affects the amount paid by your office and/or the payee for work related to the invoice.

Correct the pay side of invoices

Look up the invoice that needs resource pay corrected by either its invoice number or job number. RB displays the invoice broken down by resource with the associated witness(es) listed beneath each resource. You can export the list as an Excel spreadsheet to save, print, share, or use in other applications.

Billed services are listed for each witness. If the resource has not been paid yet the services are editable.

If you made a mistake on a resource’s pay for a service item listed you can correct the pay rate, the pay rate type (either flat rate or percentage), and the minimum pay for the service item.

If you want to pay resources for miscellaneous services not charged on posted invoices or add additional resources to pay for miscellaneous charges you are not billing to the client, you select:

• The current resource or one from your RB database. You can also look up resources by task assignments.
• A miscellaneous service item and how many units to bill.
• A pay rate table to generate pay automatically or manually enter the rate to multiply the number of units of the service item. If the resource you are paying has a pay rate assigned to them that pay rate will appear as the default but you can use a different pay rate if desired.

If the wrong resource is listed for payment on an invoice you can delete the resource and select a new one if you have not posted the invoice yet.

Any new additional pay entered appears as a line item on the invoice in RB. You can export the updated invoice to use in other applications, print, and/or archive.

Pay overrides vs. pay adjustments

Use Override Resource Pay when you want to:

• Increase or decrease the amount a resource is paid for a billable service item tied to a specific job/invoice.
• Add new service items to invoices to pay resources for but not bill clients for.
• Change which resources to pay.

Use Pay Adjustments when you want to:

• Increase or decrease a resource’s payroll amount for a reason not related to a specific job or invoice, such as a bonus or a repayment of an advance on outstanding invoices.
• This includes recurring amounts, such as if a resource is paying back an advance in installments.

TL;DR: Add or change resource pay amounts for individual service items on posted invoices. Add pay for service items not charged to the client such as parking. Change the resource to pay.

RB concepts in this lesson

Additional pay: Payment to resources for miscellaneous services not charged on posted invoices. For example, you pay a resource for parking at a deposition without billing the client but you want the payment tied to the job’s invoice.

Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #63

Manage & monitor accounts payables+

Use the Payables module to not only cut checks for resources, but to also manage and monitor payroll, sales tax obligations, and reward points for clients. In this module, you can:

• Perform payroll tasks.
• Audit pay statements.
• Adjust resource pay on an invoice or generally on payroll (such as a bonus or re-curring repayment of an advance).
• Adjust sales commissions on individual invoices.
• Close payroll and send resources pay statements via email or regular mail.
• Cut payroll checks, direct deposit paychecks, or export payroll to QuickBooks. 
• Review gross pay amounts and adjust as needed before printing 1099s from RB9.
• Generate forms and reports pertaining to payroll, including for sales commissions, miscellaneous pay not charged to invoices, and outstanding payables.
• Generate sales tax reports.
• Reward your best customers with points like airlines and credit cards do, based on the business generated by their calls to you. Monitor, adjust, transfer, and redeem points.

Payables functions by name

• Override Resource Pay
• Pay Adjustments
• Pay Resources
• Send Resources Pay Statements
• Print Checks – RB9-only function
• 1099 Pay Detail – RB9-only function
• Print 1099 Forms – RB9-only function
• Sales Commission Report – RB9-only function
• Override Sales Commission – RB9-only function
• Additional Resource Production Report – RB9-only function
• Total Payable Report
• Sales Tax – RB9-only function
• Liability Balance Log – RB9-only function
• Reward Points Summary – RB9-only function
• Reward Points History – RB9-only function
• Reward Points Analysis – RB9-only function

TL;DR: Perform payroll and other pay-related tasks.

RB concepts in this lesson

Award Points: Used to encourage clients to book with your agency by rewarding them with points for different services.

Resource: Person or thing that provides your business with a service.