RB User Guide > Payables > Pay Resources

Verifying resource pay

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. You can print out or email copies to resources of abbreviated versions for their review. If you or your resources find any errors or missing information, you can modify the current payroll before closing payroll.

1. Payables > Pay Resources
2. In the Pay Resources window’s Search By pane, click *Pay Date’s .
3. In the Lookup Pay Date popup, open pay dates are listed. Click a hyperlinked pay date to select it. (Pay dates are set in Setup > Pay Dates.)
4. In the Pay Resources window:

• Pay Group

  Defaults to the pay group associated with the pay date selected and is not editable. (Pay groups are selected when setting up pay dates.)

• Cutoff Date

  Defaults to the last date for invoices to be included in the pay date selected and is not editable. (Cutoff dates are designated when setting up pay dates.)

• Show Zero Pay Resources

  Default is No. If you want to see all resources who are owed money on outstanding invoices, whether they are scheduled to be paid on this pay date, click to select Yes.
5. Click . (If no payroll exists for the pay date selected, RB9 pops up a message asking if you want to calculate payroll. Click Yes.) RB9 lists all of the resources that are to be paid on the specified pay date. (Resources are paid based on the number of days from the invoice date entered in their pay information for originals and copies. See Entering pay information.)
6. Click Draft Resource Pay Statements >
   • Print Office/Resource Copy - Summary – To see a report that only lists pay amounts by invoice with no further break-downs by service item. This is the draft of the report you will send to resources if you prefer to give them pay statements with no details.
   • Print Office Copy - Detail – To see resource pay amounts for each invoice broken down by service item, including billing rate, number of units, pay rate and pay percentage. This is the best draft report to select for verifying pay because it is the most complete.
   • Print Resource Copy - Detail – To see a copy of the report resources will receive if you want them to have a detailed report listing pay by service item for each invoice included in this payroll. This report is similar to the Print Office Copy - Detail, except it does not include billing rate or pay percentage.
   • Email Resource Copy - Summary – To send the draft version of the report that only lists pay amounts by invoice with no further break-downs by service item.
   • Email Resource Copy - Detail – To send the draft version of the report resources will receive if you want them to have a detailed report listing pay by service item for each invoice included in this payroll.
7. If you chose:
   • A print option, the Print Pay Statements window opens with the pay statements compiled into a draft report, one resource per page. Review the report to ensure that all entries are correct. To export, save or print the draft report, see Printing invoices, statements & reports.
   • An email option, in the Options popup click OK. If you want to preview the emails, edit, or attach files, see Emailing from RB.

   NOTE: Draft vs. final reports

   RB9 displays draft reports with “DRAFT” as a watermark on each page (so you know, for example, that that the draft Resource Copy - Detail report is not a pay statement to send to resources).

8. If you or your resources find any errors in the report, before closing payroll, you can:
• Change which invoices you are paying a resource for.
• Override resource pay on invoices if you found any errors or need to make adjustments.
• Pay resources for job-related services you are not charging to the client, such as parking at a deposition.
• Change the resource to pay for specifice service items on an invoice.
• Make pay adjustments and generate recurring deductions.
• Reset payroll and start over.
9. After verifying current payroll is correct, close payroll before paying resources or sending pay statements.

TIP: Quickly scan report for errors

The fastest way to audit the Pay Amount is to scan down the Pay % column in the Draft Resource Pay Statements > Print Office Copy - Detail report. Any percentage that stands out like a sore thumb will alert you to possible billing errors.

Reference

• Payables payroll procedure
• Pay Dates
• Cutoff Date
• Pay Group

Step-by-step instructions

• Setting up pay dates
• Entering pay information
• Printing invoices, statements & reports
• Emailing from RB
• Reviewing and changing invoice selections
• Correcting resource pay
• Adding additional pay amounts
• Changing resource to pay
• Entering pay adjustments
• Generating recurring deductions
• Resetting payroll and starting over
• Closing payroll