The Leave of Absence (LOA) Invoice Interface prepares invoices for absences to recover their costs from outside organizations. This module processes leaves marked as needing to be invoiced. This is done by setting Field - Create Invoice to 'Y' on the Leave Rule Code Database. Leaves will only be invoiced when completely taken (fully absence interfaced).
This process finds the bulk of the needed information by looking at the leave record. Customer number, outside organization approval number, teacher on leave, date(s) of leave, comment, number of days and revenue account to be charged are all stored on the leave record.
The invoice will display a main description such as 'To Recover The Cost For The Following Leave(s) of Absence'. This description and source code comes from the leave rule code stored on the leave.
Each detail line of the invoice will contain name of the teacher, leave start date, outside organization's approval number, comment and supplemental billing information from the leave, number of days on leave and an amount for each leave.
The rate to be charged will be calculated by referring to the Customer/Rate Code Database. This database lets you specify up to five leave duration's (days) and hence, this rate can differ depending on the length of the leave. Each duration specification can also have two rates; each with its own effective date. The system will reference both rates and choose the one with the most current effective date which precedes the dates of absence.
The LOA interface process will also refer to field - Invoice If No Replacement Employee on the Customer/Rate Database Screen to see if an invoice should be created if no replacement employee can be found. If this field is set to 'Y' an invoice will always be created. If 'N', an invoice will not be created if no replacement employee can be found. The report generated from this process will indicate any situations where an invoice is not created for this reason. The report will also display a warning for situations where the replacement employee is not working for the entire time of the leave.
Leave End Date
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Enter a valid range of dates in (YY)YYMMDD format for selection of leaves based on the Leave End Date. All leaves ending between the dates specified and which have been fully absence interfaced and have not been invoiced will be processed.
Absence Code
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Enter up to 10 Absence Codes. Eligible Leave applications with matching absence Codes will be considered for invoicing. If no absence codes are entered, all leave applications will be considered for invoicing.
Customer Numbers
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Enter up to 10 Customer Numbers. Eligible Leave applications with matching Customer Numbers will be considered for invoicing. If no customer numbers are entered, all leave applications will be considered for invoicing.
Employee Category
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Enter up to 10 Employee Categories. Leave applications of employees with matching Category codes will be considered for invoicing. If no categories are entered, all leave applications will be considered for invoicing.
Billing Date
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Enter a valid invoice billing date in (YY)YYMMDD format.
Due Date
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Enter a valid invoice due date in (YY)YYMMDD format.
Combine Multiple Leaves Per Invoice
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Enter 'Y' to combine all leaves of absence for the same customer onto a single invoice.
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Enter 'N' to create separate invoice for each leave of absence. A prompt on the second page of the User Specific Parameters Profile-Maximum Leaves Per Combined Invoice will set the maximum number of leaves combined onto a single invoice.
Reinterface Leaves
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Enter 'Y' to re-create invoices that have already been created.
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Enter 'N' to create invoices for leaves that have not yet been invoiced.
Preliminary/Final
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Enter 'P' to run this process in preliminary mode. A preliminary run will calculate and display the employee costs for each customers on a report without actually creating an invoices.
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Enter 'F' to create the report of invoices and also to prepare the invoices.
Report/Merge
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Enter R to prepare report and invoices of all selected leaves.
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Enter M to create a merge (export) file of selected leaves containing report fields.
Employee Selection
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Enter A to consider all employees for selection.
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Enter S to enter selected employees individually.
Important:
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This invoice interface process replaces the Invoice Entry step of creating invoices. Once this process has been run in final mode, you will still need to complete the steps of Invoice Print Selection and Invoice Print And Update in MAR.