Guarantee Types

Overview

This document explains the differences between using guaranteed and non-guaranteed pay types for resources in Acclaim Solaria and how payroll is affected by them. 

Guarantee Types

There are two types of guarantee types – Guaranteed and Non-Guaranteed. These types determine how to calculate your resource invoice due dates and allow you to filter your payroll to pay different resources at different times. You can set up as many of each type as you would like. 

• Guaranteed Pay: This pay type is used to pay resources on a schedule regardless of when the clients pay their invoices or anything else that happens on the job. You set up a guaranteed type in Settings → Guarantee Types by checking the Guaranteed checkbox and setting the number of days after a specified date that they will get paid.
  • For example, set it to 30 days after the Resource Work Completed Date if you want to always pay the resource 30 days or more after they have completed all work on a job “no matter what”.

• Non-Guaranteed Pay: This pay type is used to pay resources on a schedule with an additional option of only paying resource when the clients pay their invoices on a job. You set up a non-guaranteed type in Settings → Guarantee Types by unchecking the Guaranteed checkbox and setting the number of days after a specified date that they will get paid.
  • If you only want to pay resources when the client has paid, create a non-guaranteed pay type, then check the Non-Guar: Pay if Client Paid checkbox that is on the resource maintenance and resource invoices. This will be discussed in more detail in the next sections.  

Resource Maintenance

Each resource that does work on a job and needs to be paid on a job needs to be set up with a guarantee type on the Resource maintenance window. Select Company -> Resource, select a resource then click View.

Select the Guaranteed Pay type that you want to use for each resource. This will be copied to each invoice that is created for them; however, it can be changed on the invoices. 

If you select a non-guaranteed pay type, you can also select Non-Guar: Pay if Client Paid if you want to suppress payment to this person until the clients have paid any portion of their invoices on a job. This is also copied to each invoice and can be changed on each invoice. Note: this checkbox does NOT apply to a guaranteed pay type – only non-guaranteed pay types. 

If you split pay for resources by product type, you can select a different guarantee type by originals, copies and miscellaneous items on the invoice. This means you can guarantee their pay for originals and miscellaneous items but hold their copy pay until the client pays. 

Resource Invoices

When a resource invoice is created for a resource, their guarantee pay type and the Non-Guar: Pay if Client Paid checkbox value are copied from their account to the invoice. 

The guarantee pay type will be shown next to the due date at the bottom of the window.

The Non-Guar: Pay if Client Paid checkbox is at the top of the window. It only applies IF a non-guaranteed pay type is selected on the invoice.

The Due Date for the invoice will be calculated using the date field and number of days set up in the guarantee type. For example, if the guarantee type is set up to be 45 days after the job date, it will set the due date to 8/16/2023 for an job date of 7/2/2023. 

The Next Pay Amount is constantly being recalculated based upon changes to the resource invoice and any client invoices on the same job. This is the amount that will get paid to the resource the next time the Payables report is run and it includes the invoice in its filters. Here are some notes on how this is calculated: 

• This is always $0.00 if there is no due date and Pay Invoices with No Due Date is turned off in System Preferences. 
• It always includes the balance of all Expenses and Other Pay items. These are never controlled by client payments. (They will not be paid until the due date falls in the payroll period, however.) 
• It includes the balance of ALL items on the invoice if the pay type on it is guaranteed. 
• It includes the balance of ALL items on the invoice if the pay type is non-guaranteed AND Non-Guar: Pay if Client Paid is unchecked. 
• If the pay type is non-guaranteed and Non-Guar: Pay if Client Paid is checked, it gets the percentage of each item that is paid by the client and multiplies that percentage by the balance on those same items on the resource invoice. For example, if Client A paid 50% of the Transcript Copy order item on their invoice, the resource will get paid 50% of that same order item on their invoice. 

Payables Report

When running the Payables report in Solaria, there are two main options to determine which invoices get paid (other than selecting the resource you want to pay): 

Include Unpaid Invoices: 

This checkbox MUST be checked to pay any unpaid resource invoices. Once checked, you can select the Payment Due Date range to determine which invoices to pay. Things to note: 

• If an invoice does not have a due date, it will not be included unless you are using the On or Before Cutoff Date option and check Include Blank Due Dates.
  • Note: This may pay some resource invoices that are currently showing a Next Pay Amount of $0.00 and no due date if this is defaulting to unchecked and you check it. (That means the Pay Invoices with No Due Date is turned off in System Preferences.) 
• If the invoice due date is within the date range entered but has a Next Pay Amount of $0.00, it will not be included. 
• If you check Exclude Receipts After Date, it will not pay resource invoices due before the Cutoff date if the client paid after the Cutoff date.

Include Guaranteed Type

Select the guarantee pay type that is shown on the invoices that you want to pay. 

• • If you select Guaranteed, only invoices that have a guaranteed pay type on it will be included. 
• If you select Not Guaranteed, only invoices that have a non-guaranteed pay type on it will be included. 
• If you select Both, it will include all resource invoices regardless of their guarantee pay type. 
• If you check Pay Once Client Paid in Full, it will pay line items on a resource invoice that is not due until after the Cutoff date, but the client has paid the full balance on those line items. This is regardless of whether they are guaranteed or non-guaranteed.

In Conclusion, a resource invoice will be paid: 

1. If the due date is within the date range entered. 
2. If the guarantee pay type is selected. 
3. If the Next Pay Amount is more than $0.00