Update Employee Vendor Bank Info
Use the Update Employee Vendor Bank Info page to synchronize an employee's direct deposit bank information from Human Resources into the corresponding vendor's EFT (Electronic Funds Transfer) bank information in Fund Accounting. This ensures that when an employee is also set up as a vendor (an "employee vendor"), their vendor payment bank details stay in sync with their HR direct deposit details. Rather than manually updating each vendor record, this utility identifies all mismatches and can update them in bulk.
Prerequisites
Before running this process, verify the following:
Security: You must have access to security resource 10233 (MAY RUN UPDATE EMPLOYEE VENDOR BANK INFO) in the FAM package.
Employee Vendor Setup: The vendor record must have the Employee option selected on the General tab of the Vendor Information page. and the Inactive option must not be selected.
Vendor Misc Setup: The vendor's miscellaneous record must have the Use Employee Bank Information option selected on the EFT/ACH tab of the Vendor Information page, indicating the vendor's bank information should be sourced from the Human Resources module.
Deduction Table Setup: At least one deduction code must have the Copy Bank Info to Vendor option selected on the Employee tab on the Deduction Table page.
Employee Deduction Setup: The employee must have at least one deduction on the Employee Deductions page that:
Has A - Active selected in the Status field.
Uses a deduction code with the Copy Bank Info to Vendor option selected on the Employee tab on the Deduction Table page.
Has all fields on the Bank tab populated.
Bank Mismatch: There must be a difference between the employee's deduction bank information and the vendor's current EFT bank information. If all values already match, the record is excluded from processing.
Menu path
From the Fund Accounting menu, select Periodic Routines. From the Periodic Processing menu, select Update Employee Vendor Bank Info.
On the Update Employee Vendor Bank Info page, do the following:
Select the Preview Only option to generate a report showing which employee vendors would be updated, but not apply changes.
Clear the Preview Only option to update vendor records and generate a report of the changes.
Select Accept.
Selection Criteria
The process automatically identifies employee vendors that meet all of the following conditions:
The vendor record has the Employee option selected on the General tab of the Vendor Information page.
The vendor record has the Inactive option cleared on the General tab of the Vendor Information page.
The vendor record has the Use Employee Bank Information option selected on the EFT/ACH tab of the Vendor Information page.
The vendor has at least one deduction on the Employee Deductions page that:
Has A - Active selected in the Status field.
Uses a deduction code with the Copy Bank Info to Vendor option selected on the Employee tab on the Deduction Table page.
Has all fields on the Bank tab populated.
The employee's deduction bank information differs from the vendor's current EFT bank information.
When multiple qualifying deductions exist for an employee, the system selects the one with the highest deduction amount (the "main" direct deposit).
Process Workflow
When run in update mode, the following fields in the vnd_misc table are updated to match the employee's direct deposit information:
Vendor Field (vnd_misc) | Source |
|---|---|
bank_trans_code | Employee deduction - bt_code field |
bank_code | Employee deduction - bank field |
bank_acct_no | Employee deduction - bank_acct field |
bank_routing | Looked up from the bnktable field based on the employee's bank code. |
ap_email | Employee's email address from the Email field on the Employment tab of the Employee Information page. |
All changes are written in a single transaction (committed together) and are audited in the venact table, recording the old and new values for each changed field along with the operator, date, and time.
Key Considerations
Deduction Selection Logic: When an employee has multiple active deductions with the Copy Bank Info to Vendor option selected on the Employee tab of the Deduction Table page, the system uses the one with the highest deduction amount. If there is a tie, the first deduction code alphabetically is used. This ensures a deterministic, repeatable selection.
Email Address Sync: In addition to the fields on the Bank tab of the Employee Deductions page, the update also copies the employee's email address to the vendor's ap_email field in the vnd_misc table. This is not shown on the preview report but is included in the audit trail.
Bank Routing Number Sync: The bank routing number (bank_routing) is also updated by looking up the routing number from bnktable using the employee's bank code. This is likewise audited but not explicitly shown on the report.
No Partial Updates: All updates for all qualifying vendors are wrapped in a single database transaction. Either all updates succeed, or none are committed.
Rerunning Is Safe: If run again after an update, vendors whose bank information now matches their employee's deduction will be excluded (no records to process), so the process is idempotent.