(USF) Processing PeopleSoft Payables for U.S. Federal Agencies

This chapter provides an overview of processing federal payments, lists prerequisites, and discusses how to:

• Apply prompt payment protocols.

• Enforce valid reimbursable periods for project-related vouchers.

• Certify federal payment schedules.

• Create Electronic Certification System (ECS) bulk payment summary certification files.

• Create Secure Payment System (SPS) payment summary files.

• Reclassify federal cash transactions for Partial 224 reporting.

• Cancel federal payment schedules.

• Inquire and report on federal payment schedules.

• Process outbound Intra-governmental Payment and Collection System (IPAC) transactions.

• Process inbound IPAC transactions.

• Handle advances for federal agencies.

• Process Central Contractor Registry (CCR) inbound files.

• Create CCR vendors using staged data.

• Create CCR payment holds.

Understanding Federal Payment Processing

This section discusses:

• Overview of federal payment schedule processing.

• Federal payment schedule processing.

• Other options for federal payment schedule processing.

• CCR voucher and vendor processing.

Overview of Federal Payment Schedule Processing

U.S. federal agencies use payment schedules (also called Treasury schedules) to group vouchers in batches that the system pays all at once. You establish rules to make those batches of payments on time, based on invoice, receipt of goods and services, and acceptance dates.

Payment scheduling by due date helps U.S. federal agencies fulfill their Prompt Payment Act obligation to bundle payments with shared characteristics when sending them for processing by the Department of the Treasury.

In PeopleSoft Payables, the Pay Cycle Application Engine process (AP_APY2015) selects payments during a pay cycle run and assigns them to the appropriate payment schedule. The Pay Cycle process then produces a transaction file of the payment schedule for you to deliver to the Department of the Treasury. A voucher is known as a warehoused payment until it is selected for a schedule, generated as a transaction file, and transmitted to a Treasury Disbursing Office (TDO).

The Pay Cycle process groups payments for submission to the TDO when they share the following characteristics:

You can also set up payment schedule processing so that it generates a new schedule after the current schedule reaches a defined number of payments and appropriations. You perform this setup for each payment method and EFT layout combination used for payment schedules, using the Payment Schedule Restrictions page.

Federal Payment Schedule Processing

To process federal payment schedules:

1. Enter payment schedule vouchers just as you would any other voucher, using either the Voucher component (VCHR_EXPRESS), the Quick Invoice Entry component (VCHR_QUICK_PNL), or a source that is processed through the Voucher Build Application Engine process (AP_VCHRBLD).

2. Run the Voucher Posting Application Engine process (AP_PSTVCHR) and any other processes that are part of the voucher business practice, such as budget checking and matching.

3. Run the Pay Cycle process to generate payment schedules.

   The Pay Cycle process:

   • Selects vouchers that meet the criteria for federal payment schedules and groups them by schedule, creating new schedules according to the schedule restriction criteria that you specified on the Payment Schedule Restriction page.

   • Updates the payment schedule ID in the Schedule ID field on the Voucher - Payments page.

   • Kicks off workflow to notify certifiers of payment schedules needing certification (optional).

   • Creates a file for transmission to the U.S. Treasury for disbursement.

4. Certify the payment schedule.

   This step occurs during Pay Cycle processing, after payment selection and before payment creation.

   See Certifying Federal Payment Schedules.

5. Run the Payment Posting Application Engine process (AP_PSTPYMNT).

6. (Optional) Review the payment schedule using the Payment Inquiry page.

   See Inquiring and Reporting on Federal Payment Schedules.

7. Transmit the payment schedule file to the Department of Treasury.

8. For bulk payment schedule files (Type B SF1166 forms) only: after sending the bulk payment schedule file to the Department of Treasury and receiving summary certification data back from them, enter the summary certification data into the PeopleSoft database and generate an SF1166 Summary Certification file for uploading to the ECS or SPS system for certification.

   Use the ECS Summary and ECS Summary Totals pages or the SPS Summary Totals pages.

   See Creating ECS Bulk Payment Summary Certification Files.

   See Creating SPS Payment Summary Files.

9. After receiving notice that the payment schedule was disbursed, reconcile the payment schedule using the Schedule ID Reconciliation page.

   See Managing Federal Schedule ID Reconciliations.

10. Run the Cash Clearing Application Engine process (AP_APCSHCLR).

See Also

Processing Pay Cycles

Running Voucher and Payment Posting

Other Options for Federal Payment Schedule Processing

There are many federal features in PeopleSoft Payables beyond those listed in the setup and processing steps discussed in this overview section. These options are also covered in this chapter:

• Enforcing prompt payment protocols.

• Enforcing valid reimbursable periods.

• Processing IPAC transactions.

• Handling pay advances for federal agencies.

CCR Voucher and Vendor Processing

The U.S. Federal Government maintains the Central Contractor Registry, a database of federal vendors. To do business with the U.S. Federal Government, vendors must be registered and hold a valid status in this database. Vendors can be assigned one of four status values, which determines if they can submit CCR vouchers. Status can be assigned manually by a user, or automatically by the system during batch updates.

As status is an important prerequisite for voucher processing, you must keep your PeopleSoft system and the CCR database synchronized. Synchronize the systems by downloading CCR files using the Payables CCR Load Application Engine process (AP_CCR_LOAD). (You can configure this to run automatically as a final process.) To process inbound CCR files:

1. Run the Payables CCR Load process using the Load Registry File page.

   Each line in the CCR file contains the information for a contractor. For CCR lines that have no errors, the Payables CCR Load process updates the vendor information if the contractors have already been created as vendors in the system. For contractors that have not been created as vendors, the Payables CCR Load process loads the contractors into the staging tables. Create vendors from these contractors by using the Contractor Inquiry and Vendor Build pages. The system updates existing vendors with new information using effective dated logic found in the vendor records.

   The system optionally disables vendors' Open for Ordering functionality when their CCR status changes from Active to Expired. This action prevents the creation of purchase orders and vouchers for expired vendors. The system also optionally takes vouchers off hold when a vendor's status changes from Expired to Active if you choose to process held vouchers.

2. Verify the loading status on the Inquire CCR File Information page.

   The system displays all errors in the CCR file on this page.

3. Correct the errors manually using an editor program (for example, WordPad) for CCR lines that have errors.

   The system creates a file containing all lines in the inbound CCR file that have errors in the same directory as the original inbound CCR file. The filename is <file name>Err.txt. As an example, the CCR inbound filename is CCD04197.txt, the error filename is CCD04197Err.txt.

   When correcting errors, refer to the error messages displayed in the Inquire CCR File Information page. The key fields of each error line (DUNS Number and DUNS+4) are displayed at the beginning of each error message on the page.

4. Rename the file to a unique filename (for example, CCD04197A.txt) after you correct all errors.

5. Load the corrected CCR file using the Load Registry File page.

   If there are any errors found in this file, the system creates another error file and loads the valid lines to the CCR staging tables.

6. Repeat steps 1 - 5 until all vendor data is created or updated.

As the CCR database contains the official information for the contractor, you cannot edit certain relevant CCR data fields for a CCR vendor. These uneditable fields are:

• Vendor Name

• DUNS Number

• Organization Type

• Business Type

• Address

• Banking Information

• Contact Information

• CCR Registration Indicator

• CCR Registration Status

CCR data files contain information that is rated public (general information), proprietary (Social Security numbers, annual revenue amounts), or sensitive (banking information).

The following table lists the supported file types you can download from the CCR website:

You can also create vendors using staged CCR contractor information. When you add vendor data to the staged data and run the Vendor Build process, the system automatically creates CCR vendors.

After you establish your organization’s CCR vendor, you can create vouchers for the CCR vendors using the PeopleSoft Payables regular voucher or Quick Invoice functions. The system can only process vouchers for CCR vendors that have an Active or Exempt status. If you create a voucher using an expired CCR vendor, the system displays a warning message at the voucher save. You have the option of putting the voucher on hold from payment processing. The system holds the voucher from processing until the vendor’s status changes to a valid processing status, or until you opt to process held vouchers using the Payables CCR Load process.

Prerequisites

To set up the system to process federal payment schedules:

1. Enable Federal Payments on the Installation Options - Payables page.

   You must select the Enable Federal Payments option and enter payment schedule ID ranges for each of three types of payment schedules: Transportation, Manual, and Other.

   You can also select the Enable Date Calc Basis (enable date calculation basis) option to enable the enforcement of federal prompt pay protocols.

   See Setting Up Payables Installation Options.

2. Specify default payment schedule types for each SetID on the Payables Options - Payment Options page.

   Select manual, transport, or other payments. You can override these settings at the voucher origin, vendor location, or voucher.

   See Selecting Payment Options.

3. Specify the federal payment indicator (employee, non-employee, or both) for each federal EFT and Automated Clearing House (ACH) layout on the EFT File Layouts and ACH File Layout pages.

   See Setting Up EFT and ACH Payment Formats.

4. Define Agency Location Codes (ALCs) for TDOs and federal agencies with whom you share IPAC transactions.

   You define ALCs on the Agency Location Code page.

   See Defining Agency Location Codes.

5. Define vendors.

   Specify the vendor electronic file options on the Vendor Information - Payables Options page.

   Specify vendor Treasury options for ECS or SPS check output and ECS or SPS Same Day Payment file generation.

   Assign ALCs to federal vendors with whom you share IPAC transactions.

   See Entering Electronic File Options.

   See (USF) Entering Vendor Information for U.S. Federal Agencies.

6. Define federal spending region codes.

   You define federal spending region codes on the Spending Region Install Option page, the appropriate ChartField Value page, and the Spending Region Definition page.

   See Defining Federal Spending Regions.

7. On the Regional Finance Centers page, define your Regional Finance Centers.

   See Defining Regional Financial Codes.

8. On the Bank Information page, assign each Agency Location Code to a bank.

   See Defining Bank Information.

9. On the External Accounts page, specify Regional Finance Centers by bank account.

   See Defining External Account Information.

10. On the External Accounts - Payment Methods page, specify the payment methods for federal payment generation, by bank account, and select the Payment Schedule option.

    See Defining Payment Methods.

11. On the Payment Schedule Restrictions page, restrict the number of payments and appropriations per schedule for each payment method and EFT layout combination that uses payment schedules.

    See Specifying Restrictions for Federal Payment Schedules.

12. Specify the Treasury Account Symbol (TAS) ChartField attribute and assign TAS values to Fund ChartField values.

    To assign TAS values to Fund ChartField values:

    1. On the Payables Definition - Numbering page, specify the Treasury account symbol attribute for the business unit.

       For example, you could set up the business unit US001 with TSYMBOL as the fund attribute for TAS values.

    2. On the ChartField Attribute page, attach the Treasury Symbol Attribute to the Fund Code ChartField.

       To continue the example, you would enter TSYMBOL as the attribute associated with the Fund Code ChartField.

    3. On the ChartField Attribute Values page (which you access when you define ChartField values), assign specific TAS values to specific Fund Code ChartField values.

       For example, you can link a particular fund, such as 0100DA - Fiscal Year 2001 Single Year, to the appropriate TAS value 06010100, which represents the fund.

       Now, when payments are processed for business unit US001 and fund 0100DA, the system uses the proper TAS 06010100 when processing the payment.

    See Defining and Using Account Types and Attributes.

13. Specify an Approval option of Certifier on the Payment Selection Criteria - Preferences page for the pay cycles you use for federal payment schedules, and designate a certifier.

    (Optional) Enable workflow for payment schedule certification on the Payment Selection Criteria - Preferences page for the pay cycles you use for federal payment schedules. This enables PeopleSoft Workflow to update the worklist of the user who is defined as the certifier for the pay cycle, notifying the certifier that a federal payment schedule is ready for certification.

    See Setting Pay Cycle Preferences.

Applying Prompt Payment Protocols

This section provides an overview of prompt payment protocols, lists prerequisites, and discusses how to:

• Apply prompt payment calculation rules for vouchers.

• Calculate late interest charges.

Understanding Prompt Payment Protocols

If you are using federal payment schedules, you have two options to help you meet Prompt Payment Act obligations:

• Prompt payment due date calculation, also known as Date Calculation Basis.

• Late interest charge calculation.

Prompt Payment Due Date Calculation

Prompt payment due date calculation helps you determine the best dates to pay vouchers. The system weighs early payment discounts against interest you could earn by leaving the money in the bank until the due date. If you represent a U.S. federal agency, payment scheduling by prompt due date helps you fulfill the Prompt Payment Act obligation to pay bills promptly and at the time of greatest savings.

When you elect to apply prompt payment due date calculation, you can establish rules for determining a voucher's federal payment basis date based on the invoice date, goods receipt date, services receipt date, and acceptance date. You specify these rules for a voucher on the Date Calculation page (an auxiliary page accessed from the Invoice Information page). The system uses these rules to derive the basis date and, in turn, uses the basis date, payment terms, and holiday processing options to determine the payment due date.

You can view the discounts taken and discounts lost for scheduled voucher payments that were subject to prompt payment date calculation on the Prompt Payment Inquiry page and on the Prompt Pay Report (APS2001).

Late Interest Charge Calculation

PeopleSoft Payables can also calculate interest charges for late payments to vendors automatically. PeopleSoft Payables follows Prompt Payment Act protocols:

• Late interest is assessed on a payment made after the voucher due date.

• Late interest is calculated using the U.S. Treasury interest rate for the period.

• Late interest is not assessed on a payment to a government entity or employee.

• Late interest of less than 1.00 USD is not paid.

You maintain the U.S. Treasury interest rate on the Late Interest Charges page. This page is effective-dated so that you can enter a new interest rate whenever the rate changes. As delivered, the system follows current U.S. Treasury guidelines:

• Payments made 1 to 30 days late are subject to simple interest late charges.

• Payments made 31 to 360 days late are subject to compound interest charges.

• Payments outstanding for more than one year are subject to a maximum of 360 days calculated interest.

The Pay Cycle process calculates late interest based on the Late Charge Code for vouchers subject to late interest charges that have passed the payment due date. The Pay Cycle process also determines whether the calculated interest falls within the threshold for payment. The system tracks interest that is below the minimum interest threshold amount, but does not pay it. The Pay Cycle process generates interest lines using either the original distribution or a specified set of distributions, depending on the setup.

You can view the late interest charges applied to scheduled voucher payments on the Prompt Payment Inquiry page.

You can also calculate late interest for individual vouchers using various potential payment dates in the Late Interest Analysis section of the Voucher Inquiry page.

See Also

Understanding Pay Cycle Alerts

Prerequisites

To set up prompt payment due date calculation:

1. Access the Installation Options - Payables page and select Enable Date Calc Basis and Evaluate Discount Rate.

2. (Optional) To specify date calculation basis defaults for a vendor, access the Vendor Information - Federal page and enter your defaults in the Date Calculation Basis group box.

3. (Optional) To specify date calculation basis defaults for a setID, access the Payables Options - Payment Options page and enter your defaults in the Date Calculation Basis group box.

4. (Optional) To specify date calculation basis defaults for a voucher origin, access the Voucher Origin - Accounting and Pay Options page and enter your defaults in the Basis Date group box.

The date calculation basis rules you set up at these levels in the hierarchy default through the hierarchy to the voucher, where you can override them on the Date Calculation page.

To set up late interest charge calculation:

1. Access the Installation Options - Payables page and select Enable Late Charge.

2. Access the Accounting Entry Template page and enter default ChartField values for late interest charges.

3. Access the Late Interest Charges page to define interest rates.

4. (Optional) Access the Late Chrg Chartfield Override page to override the ChartFields that the late charge accounting entries will be generated against.

   If you don't override the late charge ChartFields, the accounting entries will be generated based on the late charge ChartFields defined on the Accounting Entry Template and inheritance. If you do override it, ChartFields will be determined by override as well. For example, if your budget has expired, you could override the late charge ChartFields and replace them with those for an active budget.

5. Access the Payment Reason Codes page to define reason codes for late payments.

6. Access the Procurement Control - General Controls page to specify your Late Payment Allocation Policy.

7. To specify late charge defaults for a vendor, access the Vendor Information - Payables Options page and enter your defaults in the Late Charges group box.

8. To specify late charge defaults for a business unit, access the Payables Definition - Payments page and enter your defaults in the Late Interest Charges group box.

9. To specify late charge defaults for a voucher origin, access the Voucher Origin - Accounting and Pay Options page and enter your defaults in the Late Charges group box.

10. To specify late charge information for a voucher, access the Late Charge Information page from the Voucher - Payments page in the Voucher component and enter your late charge specifications.

See Also

Setting Up Payables Installation Options

(USF) Entering Vendor Information for U.S. Federal Agencies

Selecting Payment Options

Specifying Accounting and Payment Options

Creating Accounting Entry Templates

Defining Procurement Options

Selecting General Controls

Defining Payment Options

Overriding Late Charge Information

Reviewing Voucher Details

Inquiring and Reporting on Federal Payment Schedules

Pages Used to Apply Prompt Payment Protocols

Applying Prompt Payment Calculation Rules for Vouchers

Access the Date Calculation page.

1. Accept or override the default date calculation basis.

   This value determines the date calculation rules that apply to a transaction under the U.S. Prompt Pay Act. Select one of the following:

   • (none)

   • Agricultural Commodities

   • Dairy

   • Meat

   • Poultry

   • Prompt Pay Basis 7 days

   • Prompt Pay Basis 14 days

2. Enter the dates that the system will use to calculate the payment basis date.

   You can enter an invoice date, goods receipt date, services receipt date, and acceptance date. The system uses these dates to calculate the federal payment basis date, depending on the date calculation basis.

3. Click Calculate to populate the Fed Pymnt Basis Date (federal payment basis date), which the system uses as the basis date for calculating the payment due date for the scheduled payment (based on the payment terms).

See Also

Enforcing Valid Reimbursable Periods for Project-Related Vouchers

Calculating Late Interest Charges

Access the Pay Cycle Manager page or the Voucher Inquiry page.

• Run the Pay Cycle process; the late charge will automatically be added to the payment according to your setup.

  Note. Late charges are calculated on the voucher gross amount (in the invoice currency) and, once calculated, converted from the invoice currency to the payment currency, if necessary.

• Use the Late Interest Analysis collapsible section on the Voucher Inquiry page to calculate potential late fees.

  Enter the Payment Date on which you anticipate making your payments, click the Calculate button, and the system displays late interest details for all vouchers that would be overdue if you paid them at that time.

To view discounts taken, discounts lost, and late charges on scheduled payments, use the Prompt Payment Inquiry page.

Enforcing Valid Reimbursable Periods for Project-Related Vouchers

This section discusses how to enforce valid reimbursable periods.

Note. You must select the Enable Date Calc Basis option on the Installation Options - Payables page to access this functionality.

See Also

Applying Prompt Payment Protocols

Page Used to Enforce Valid Reimbursable Periods for Project-Related Vouchers

Enforcing Valid Reimbursable Periods

Access the Date Calculation page.

Certifying Federal Payment Schedules

This section provides an overview of federal payment schedule certification and discusses how to certify payment schedules.

Understanding Federal Payment Schedule Certification

The U.S. federal government requires some agencies to certify payment schedules, attaching the name of the individual who certifies a payment schedule (thereby authorizing payment) to that document. Payment schedule certification takes place after payment selection in the Pay Cycle process and can only be executed by a designated certifier. The certifier has the ability to include or exclude vouchers from the pay cycle and then approve the overall run of payments. Once the pay cycle is certified, the payment creation section of the Pay Cycle process proceeds and creates the certified payment schedules. The certifier's name is permanently attached to each payment schedule, along with the date of certification.

Note. You must designate a payment schedule certifier for the pay cycle on the Pay Cycle Selection - Preferences page. You can also optionally choose to have workflow notify the certifier by worklist that payment schedules are ready for certification.

Note. The certifier cannot certify payments for vouchers that he or she created. Therefore, the Pay Cycle process will not select vouchers created by the certifier. These vouchers must be processed in another pay cycle with a different certifier.

See Also

Delivered Workflows for PeopleSoft Payables

Setting Pay Cycle Preferences

Page Used to Certify Federal Payment Schedules

Certifying Payment Schedules

Access the Pay Cycle Certification page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields that are common to all views first.

Common Page Information

Schedule Payment Tab

Additional Info Tab

Payment Message Tab

Creating ECS Bulk Payment Summary Certification Files

This section provides an overview of ECS summary file creation and discusses how to enter ECS summary information.

Note. The U.S. Treasury is phasing out the Electronic Certification System (ECS) and replacing it with the Secure Payment System (SPS). PeopleSoft Payables provides both the ECS and the SPS summary files for payments. You need to determine when your organization begins utilizing the SPS Summary generation based on the timing of the U.S. Treasury turning off the ECS system.

See Also

Creating SPS Payment Summary Files

Understanding ECS Summary File Creation

If you send SF1166 bulk payment schedule data (Type B SF1166 format) through ECS, you must enter ECS summary data into the database after you receive that data from the Department of Treasury. You then use that data to generate an SF1166 Summary Certification file to upload to ECS and certify the payment schedules. The bulk payment formats for which this summary certification file is required are defined in the system as the following EFT file layouts:

• SF1166SCHK

• SF1166VNDR

• SF1166TRVL

Note. You do not need to submit an SF1166 Summary Certification file for payments made with the EFT file layouts ECSCHK, ECSVNDR, or ECSTRVL. These file layouts include both payment data and certification data.

The process for submitting bulk ECS payment schedule files and SF1166 Summary Certification files is as follows:

1. Submit the bulk ECS payment to the Department of Treasury via magnetic tape or file transfer.

2. The Department of Treasury loads the payment data into their system and provides summary data back to a certifying officer at your agency.

3. Your certifying officer enters this summary data into the PeopleSoft system using the ECS Summary page.

4. You run the APS8003 SQR process to generate the SF1166 Summary Certification file from the data you entered from the ECS Summary Totals page.

5. Your certifying officer uploads the SF1166 Summary Certification file to the ECS system to certify the payment schedules.

See Also

Setting Up EFT and ACH Payment Formats

Pages Used to Create ECS Bulk Payment Summary Certification Files

Entering ECS Summary Information

Access the ECS Summary page.

After you receive data from the Department of Treasury, use the ECS Summary page to enter the payment information that you will use to create the SF1166 Summary Certification file for each payment schedule. This information includes:

See Also

Understanding Federal Payment Processing

Creating SPS Payment Summary Files

This section provides an overview of SPS summary file creation and discusses how to create SPS summary information.

Note. The U.S. Treasury is phasing out the Electronic Certification System (ECS) and replacing it with the Secure Payment System (SPS). PeopleSoft Payables provides both the ECS and the SPS summary files for payments. You need to determine when your organization begins utilizing the SPS Summary generation based on the timing of the U.S. Treasury turning off the ECS system.

Understanding SPS Summary File Creation

SPS requires payment formats that closely resemble the ECS formats. SPS supports both bulk and non-bulk SF1166 electronic payments. Similar to ECS, if you send SF1166 bulk payment schedule data through SPS, you must enter SPS summary data into the database after you receive that data from the Department of Treasury. You then use that data to generate an SF1166 Summary Certification file to upload to SPS and certify the payment schedules.

Note. You do not need to submit an SF1166 Summary Certification file for payments made with the EFT file layouts SPSCHK, SPSVNDR, or SPSTRVL. These file layouts include both payment data and certification data.

The process for submitting SPS bulk payment schedule files and SF1166 Summary Certification files is similar to submitting ECS files: The steps include:

1. Submit the bulk SPS payment to the Department of Treasury via magnetic tape or file transfer.

2. The Department of Treasury loads the payment data into their system and provides summary data back to a certifying officer at your agency.

3. Your certifying officer enters this summary data into the PeopleSoft system using the SPS Summary Totals page.

4. You run the APS8003 SQR process to generate the SF1166 Summary Certification file from the data you entered from the SPS Summary Totals page.

5. Your certifying officer uploads the SF1166 Summary Certification file to the SPS system to certify the payment schedules.

Pages Used to Create SPS Payment Summary Files

Entering SPS Summary Information

Access the SPS Summary Totals page.

After you receive data from the Department of Treasury, use the SPS Summary Totals page to enter the payment information that you will use to create the SF1166 Summary Certification file for each payment schedule. This page is similar to the ECS Summary page. Only exceptions are discussed in this section.

See Entering ECS Summary Information.

Schedule Details

Tape Reel Numbers

See Also

Understanding Federal Payment Processing

Reclassifying Federal Cash Transactions for Partial 224 Reporting

This section provides an overview of cash reclassification reporting and discusses how to manage cash reclassification transactions.

Understanding Cash Reclassification Reporting

PeopleSoft Payables supports the U.S. federal requirement of reporting cash reclassification transactions from one treasury symbol (fund code) to another on the Partial 224 report. The Partial 224 report is an effort by the U.S. Treasury to ultimately phase out the SF224 Statement of Cash Transactions report over the next several years by having agencies report collection and disbursement activity with a new Business Event Type Code (BETC). Once the cash activity includes the BETC you only need to report cash reclassifications via the Partial 224 report.

Warning! The reporting of cash reclassifications for the new Partial 224 report is not applicable until the U.S. Treasury completes their requirements for Business Event Type Codes (BETC). The U.S. Treasury plans on phasing the BETC requirements towards the end of 2006. Please contact the U.S. Treasury for more information.

To process a cash reclassification transaction from one treasury symbol to another in PeopleSoft Payables:

1. Cancel the payment for the original voucher on the Cancel Payment page.

   Select to close the liability on the Cancel Payment page if you do not need to restore the encumbrance and reopen the purchase order.

2. (Optional) Close the original voucher on the Close Voucher page and select to restore the encumbrance and reopen the purchase order, if applicable.

3. Run the Payment Posting process and then run the Voucher Posting process.

4. Enter a new voucher (source voucher) and reference the original voucher (reference voucher) in the Reference Voucher field and the schedule payment number in the Reference Payment field on the Voucher - Payments page.

5. Enter the new voucher as a manual payment on the Voucher - Payments page, since the vendor already received the payment.

   Upon saving the voucher, the system populates the reference voucher table (PYMNT_VCHR_REF) with business unit, voucher ID, payment count, reference voucher, and reference payment count data.

6. Run the Voucher Posting process and then run the Payment Posting process.

   The Payment Posting process populates the cash reclassification table (AP_VCH_ACCTG_LN) with the cash entries associated with the canceled payment from the referenced voucher and the source voucher. The system populates the record only if there is at least one cash distribution line with a difference between treasury symbols on the referenced voucher and the source voucher. The cash entries (all cash distribution lines) should net to zero on the two vouchers.

7. (Optional) Modify the cash reclassification transaction using the Partial SF-224 Cash Reclassification page. This is necessary if the user did not establish the relationship with the old voucher by populating the reference information in Step 4.

Warning! The reporting of cash reclassifications for the new Partial 224 report is not applicable until the U.S. Treasury completes their requirements for Business Event Type Codes (BETC). The U.S. Treasury plans on phasing the BETC requirements towards the end of 2006. Please contact the U.S. Treasury for more information.

See Also

Defining, Generating, Creating, and Printing SF224, SF1219, and SF1220 Reports

Entering Payment Information for Vouchers

Page Used to Reclassify Federal Cash Transactions

Managing Cash Reclassification Transactions

Access the Partial SF-224 Cash Reclassification page.

Search Criteria

Payment Reclassification

Cash Distribution Lines

The system displays the cash distribution lines for both the source voucher and the referenced voucher.

Canceling Federal Payment Schedules

This section provides an overview of federal payment schedule cancellation and discusses how to cancel payment schedules.

Understanding Payment Schedule Cancellation

Payment schedule cancellation functions similar to regular payment cancellation—except that you can cancel even those payment schedules that have been reconciled.

Note. If the payment schedule to be canceled has been reconciled, the Payment Posting process reverses the payment accounting entries but not the cash clearing entries.

Note. You can also cancel a specific payment within a payment schedule using the Payment Cancellation page without canceling or altering the payment schedule.

See Also

Canceling Individual Payments

Pages Used to Cancel Federal Payment Schedules

Canceling Payment Schedules

Access the Payment Schedule Cancellation page.

Cancel Action	Displays the most recent cancellation action. See the description of the Cancel Action group box below for possible values.
Schedule Cancel Date	Displays the date the schedule was canceled. This appears only after a cancellation action has been entered and saved on this page.
Date Cancelled	Specify the date you want to cancel the payment.

Payment Status

Cancel Action

Note. If you choose to reopen vouchers and reissue, remember that you must run the Payment Posting process to record the reversal before those vouchers are available for a new payment selection. You can undo your cancel, as long as the canceled payment schedule is not posted.

Inquiring and Reporting on Federal Payment Schedules

This section provides an overview of federal payment schedule inquiries and reports and discusses how to:

• Inquire on federal payment schedules.

• Inquire on federal payment schedule processing and transmittal data.

Understanding Federal Payment Schedule Inquiries and Reports

PeopleSoft Payables provides the ability to search for payments by payment schedule ID on the Payment Inquiry page and also provides:

• The Federal Payment Schedule Inquiry page for viewing payment schedule processing and transmittal data, such as the date transmitted to the Treasury Department, disbursement date, and cancellation date and status.

• The Prompt Payment inquiry page for viewing discounts taken, discounts lost, and late interest charges for scheduled payments subject to U.S. federal prompt payment date calculation or late interest charge calculation.

• The Federal Payment Schedule Report (APY9024), listing payment schedules paid as of a specific date.

• The Schedule and Appropriation Symbol report (APC8053), listing voucher distribution lines by payment schedule and treasury account symbol.

See Also

PeopleSoft Payables Reports

Pages Used to Inquire and Report on Federal Payment Schedules

Inquiring on Federal Payment Schedules

Access the Payment Inquiry page and search by Schedule ID.

See Reviewing Payment Information.

Inquiring on Federal Payment Schedule Processing and Transmittal Data

Access the Federal Payment Schedule Inquiry page.

Enter the search criteria in the header. You must enter at least a Schedule ID or an External Bank ID. Click Search to display details for each payment that meets the criteria in the Federal Payment Schedule Details grid.

Details Tab

See Canceling Payment Schedules.

Additional Info Tab

Processing Outbound IPAC Transactions

This section provides an overview of outbound IPAC processing in PeopleSoft Payables, lists prerequisites, and discusses how to:

• Create outbound IPAC vouchers.

• Enter outbound IPAC information.

• Enter additional IPAC information.

• Run the Pay Cycle process for outbound IPAC payments.

• Perform schedule reconciliation for IPAC payments.

• Cancel IPAC Payments.

• Inquire on IPAC payments.

Understanding Outbound IPAC Processing in PeopleSoft Payables

IPAC is an inter-agency funds transfer mechanism for U.S. federal agencies. There are four types of IPAC transactions: payment, collection, adjustment, and zero-dollar. PeopleSoft Payables supports IPAC payments and zero-dollar (supporting-information only) transactions. PeopleSoft Receivables supports collection transactions, adjustments, and zero-dollar transactions.

PeopleSoft Payables enables users both to create IPAC transactions for uploading to the IPAC system (“outbound” IPAC transactions) and to receive information about payments initiated by other agencies through the IPAC system for entry into PeopleSoft Payables (“inbound” IPAC transactions).

For outbound IPAC processing, PeopleSoft Payables provides an IPAC EFT file layout, which can be used for both payments and zero-dollar transactions. Users enter vouchers for these IPAC transactions just as they would for any payment, but they enter additional IPAC-related information on the IPAC Information page in the Voucher component. Vouchers must be copied from purchase orders.

The Pay Cycle process processes IPAC vouchers like any other voucher: the EFT File Creation step (FIN2025.sqr) creates the payment flat files that you transmit to the federal IPAC system.

Note. If an IPAC voucher enters the system through the Voucher Build process, you must then create the IPAC data within the IPAC information page. If you do not create IPAC data before running the Pay Cycle process, the payment will be rejected. If the Pay Cycle process rejects the voucher, you can enter the required information on the IPAC Information page and resubmit the pay cycle.

Zero-dollar IPAC Transactions

Zero-dollar IPAC transactions are information-only adjustments to IPAC vouchers that have already been paid. You cannot change any monetary amounts. You can create zero-dollar transactions only after the original IPAC payment has been processed by the Pay Cycle process.

When you enter a zero-dollar IPAC transaction on the IPAC page, a payment record with an amount of 0.00 USD is automatically entered on the Voucher - Payments page. The due date and other payment values are automatically populated. When you run the Pay Cycle process for a zero-dollar IPAC transaction, the Pay Cycle process treats the payment as a zero-dollar payment and creates the IPAC flat file for the payment. Zero-dollar IPAC transactions are always flagged as separate payments.

You can create unlimited numbers of zero-dollar IPAC transactions associated with an IPAC voucher that has been paid, but you must enter them serially, when the previous one has been fully processed by the Pay Cycle process.

See Also

Processing Pay Cycles

Processing Batch Vouchers

Prerequisites

To set your system up for outbound IPAC processing, perform the following steps:

1. Enable Federal Payments on the Installation Options - Payables page.

2. View the IPAC EFT file layout on the EFT File Layouts page.

   IPAC is a delivered file layout. You may want to indicate that the payment format applies to both employee payments and non-employee payments, although the system performs no edits for employee versus non-employee payments for the IPAC file layout.

3. Enter the Agency Location Code for the Treasury Disbursement Office and for the agencies that receive your IPAC payments on the Bank Information page.

4. Enter the Sender Disbursement Office (DO) symbol for the disbursing bank account on the External Accounts page.

5. Specify the payment method as EFT and the EFT layout as IPAC on the Payment Methods page for the disbursing bank account.

6. Specify Treasury Symbol Attribute and assign treasury symbols to Fund ChartField values on the Payables Definition - Numbering page and the Chartfield Attribute Values page.

7. Set up the payment receiving agency as a vendor using the Vendor Information component (VNDR_ID).

   Enter vendor information specific to federal agencies on the Federal page. The vendor ALC is required. All other federal-specific vendor detail is recommended.

See Also

(USF) Setting Up PeopleSoft Payables for U.S. Federal Agencies

Setting Up Payables Installation Options

Defining Bank Information

Defining External Account Information

Defining Payment Methods

Setting Up Numbering

Defining and Using Account Types and Attributes

Maintaining Vendor Information

Pages Used to Process Outbound IPAC Transactions

See Also

Entering and Processing Vouchers Online: General Voucher Entry Information

Creating Outbound IPAC Vouchers

Access the Voucher - Invoice Information page.

1. Select Regular Voucher on the Add page.

   Note. IPAC vouchers must have a voucher style of Regular.

2. Copy a purchase order.

   Note. IPAC vouchers must be preceded by a purchase order.

3. Complete the voucher by entering all required fields on the Invoice Information, Payments, and Voucher Attributes pages.

   Enter a payment Method of EFT and a Bank Account for which the EFT layout is IPAC.

   Note. Multiple payment schedules are not allowed for IPAC vouchers.
   
   Distribution method must be Quantity.
   
   Payment terms with discount or rebate are not allowed for IPAC vouchers.
   
   You cannot include nonmerchandise charges on IPAC vouchers.

4. Save the voucher.

   Since the EFT file layout for the bank account on the voucher has a file layout of IPAC, you will receive a message prompting you to click the IPAC link on the Voucher - Payments page. The IPAC link is activated only after you save the voucher.

5. Click the IPAC link on the Voucher - Payments page to access the IPAC page.

6. Select the transaction type for the IPAC transmission.

   Values are Payment, Post SGL, and Zero.

7. Click the Create button to populate the required fields in the IPAC Details scroll area.

   See Entering Outbound IPAC Information.

8. Enter data in the fields not populated when you clicked the Create button.

   The fields that require entry on the page vary based on the transaction type. These are not required by PeopleSoft Payables, but may be required by your organization.

9. Click OK to save the voucher.

Note. Any changes to the invoice ID, invoice date, or gross amount on the voucher after save require you to update the same data on the IPAC page.

Entering Outbound IPAC Information

Access the IPAC page.

When you enter the page, most of the Header Information fields are populated. To populate the IPAC Details fields, select an IPAC Type value and click the Create button, which populates the required IPAC Details fields with data from the voucher. Then complete any required fields; this varies based on the selected IPAC transaction type.

Creating Post SGL and Zero-dollar IPAC Transactions

To create post SGL IPAC transactions:

1. Access the Voucher component for the IPAC voucher you want to adjust.

2. On the Voucher - Payments page, click the IPAC link to access the IPAC page.

3. Add a new IPAC header row in the Header Information scroll area and select an IPAC Type of Post SGL.

4. Click the Create button.

   The system automatically populates fields in the SGL Information scroll area.

5. Enter an Orig Doc Ref (original document reference) and an Original DO (original disbursement office) in the Header Information scroll area.

6. Enter an Original Line # (original line number) in the Detail Information scroll area.

7. Click OK to save the voucher and make the Post SGL transaction available to the Pay Cycle process for processing.

To create Zero-dollar IPAC transactions:

1. Access the Voucher component for the IPAC voucher you want to adjust.

2. On the Voucher - Payments page, click the IPAC link to access the IPAC page.

3. Add a new IPAC header row in the Header Information scroll area and select an IPAC Type of Zero.

4. Click the Create button.

   The system automatically populates specific fields in the Detail Information, Line Amount, and Invoice regions.

5. Enter an Orig Doc Ref (original document reference) in the Header Information scroll area.

6. Click OK to save the voucher and make the Zero-dollar transaction available to the Pay Cycle process for processing.

Header Information

None of the fields in the IPAC Header Information scroll area are editable after you click the Create button.

Detail Information

Each row in the Detail Information scroll area displays one invoice line—distribution line combination. Most of the Detail Information fields required for IPAC payment are populated when you click the Create button in the IPAC Header Information scroll area. With the exception of Final Pay, the rest are optional. Fields required for zero-dollar transactions are noted below.

SGL Information

(Optional) Enter Standard General Ledger information. Bear the following in mind:

• If you enter data in any SGL Information field, you must enter data in all of the fields.

• SGL amounts must balance with the IPAC line amount, and you must have offsetting debit and credit entries.

You must enter SGL account information for Post SGL transaction types, and—optionally—you can enter SGL account information for collection. The SGL information fields are not available for zero-dollar transaction types.

Entering Additional IPAC Information

Access the IPAC Miscellaneous Description page.

The fields that are available on this page vary based on the IPAC transaction type. This table shows the fields that are available based on the IPAC type:

Running the Pay Cycle Process for Outbound IPAC Payments

Access the Pay Cycle Manager page and process the appropriate pay cycle.

The following processing is specific to outbound IPAC payments:

• The Pay Cycle process marks all included IPAC vouchers as Processed on the IPAC page.

• The Pay Cycle process will reject and create an error for any vouchers whose payment method is EFT and EFT layout is IPAC and for which no data is entered on the IPAC page.

  View pay cycle errors on the Pay Cycle Error page. The Pay Cycle process will not process the payment until you enter the proper IPAC data.

• The Pay Cycle process processes zero-dollar IPAC transactions (for non-monetary adjustments to original IPAC payment transactions).

  It will not, however, support zero-dollar transactions of any other kind.

See Also

Processing Pay Cycles

Processing Outbound IPAC Transactions

Performing Schedule Reconciliation for IPAC Payments

Access the Schedule ID Reconciliation page.

See Managing Federal Schedule ID Reconciliations.

Canceling IPAC Payments

Since IPAC payments are made by the Department of Treasury's IPAC system once they receive the EFT file created by the Pay Cycle process, you should not cancel IPAC payments that have been processed by the Pay Cycle process. If you try to cancel an IPAC payment on the Payment Schedule Cancellation page, you will receive a warning message.

See Also

Canceling Payment Schedules

Inquiring on IPAC Transactions

Access the Scheduled Payment Inquiry page.

Select IPAC Payment in the Search Criteria and click the Search button to view IPAC payments.

See Also

Reviewing Scheduled Payment Information

Processing Inbound IPAC Transactions

This section provides an overview of inbound IPAC processing and setup, lists prerequisites, and discusses how to:

• Load inbound IPAC files.

• Review staged inbound IPAC files.

• Create the inbound IPAC voucher and record the payment.

• Inquire on inbound IPAC payments.

See Also

Processing Outbound IPAC Transactions

Understanding Inbound IPAC Processing and Setup

PeopleSoft Payables can receive and load information from the IPAC system that other agencies have sent to the IPAC system for payment processing. PeopleSoft Payables uses this information to create manual payment records for those payments. This is known as inbound IPAC processing.

This flowchart illustrates the inbound IPAC process in PeopleSoft Payables:

Inbound IPAC processing in PeopleSoft Payables

To process inbound IPAC files in PeopleSoft Purchasing and Payables:

1. Create a purchase order and a voucher for the payment, selecting the Inbound IPAC option on the Voucher - Payments page to indicate that the voucher should be placed on hold until staged IPAC data is associated with the voucher.

2. Receive the inbound IPAC flat file from the IPAC system.

   The flat file contains the IPAC information for the payment.

3. Load the IPAC flat file into the IPAC staging tables using the Load Inbound IPAC Application Engine process (AP_INIPAC).

4. (Optional) View the information loaded from the flat file into the IPAC staging tables using the Inbound IPAC Data page.

5. Update the voucher with the staged IPAC information:

   1. Open the voucher in the Voucher component and click the Select IPAC link on the Voucher - Payments page to access the Inbound IPAC Stage Selection page.

   2. Select the staged inbound IPAC data that goes with the voucher.

      The system performs edits to ensure that the sender ALC in the staged data matches the vendor ALC on the voucher, the receiving ALC (customer ALC) matches the ALC you have set up for your bank, the IPAC header amount equals the voucher gross amount, and the PO ID in the staged data matches the PO ID on the voucher.

   3. Click OK.

      The staged IPAC data you selected is copied to the PeopleSoft Payables IPAC records, and you are returned to the Voucher - Payments page.

6. Manually record the payment on the Voucher - Payments page by selecting a payment action of Record and entering a payment reference number.

   The payment is manual because the IPAC system has already transferred the funds.

7. Post the payment.

Prerequisites

Set up the system for inbound IPAC processing:

• Perform the same setup as for outbound IPAC processing, except that you are not concerned with the IPAC EFT layout or with assigning it to bank accounts.

• Configure the environmental variables of all affected workstations to enable IPAC inbound processing.

See Prerequisites.

See Configuring Workstations for IPAC Inbound Processing.

Pages Used to Process Inbound IPAC Transactions

See Also

Entering and Processing Vouchers Online: General Voucher Entry Information

Loading Inbound IPAC Files

Access the Load Inbound IPAC page.

1. Enter the path and filename of the IPAC file for loading.

   Use the buttons to browse for files, delete files, and view them.

2. Save the page.

3. Run the process and view the results.

Reviewing Staged Inbound IPAC Files

Access the Inbound IPAC Data page.

Note. On this page, the sending agency is the vendor's agency, which is receiving the payment, and the receiving agency is the customer's agency—that is, your agency—which is making the payment.

Search Criteria

Header Information

Detail Information

Each row in the Detail Information grid represents one voucher line-distribution line combination.

Creating the Inbound IPAC Voucher and Recording the Payment

Access the Invoice Information page in the Voucher component.

1. Select Regular Voucher on the Add page.

   Note. IPAC vouchers must have a voucher style of Regular.

2. Copy a purchase order.

   Note. IPAC vouchers must be preceded by a purchase order.

3. Complete the voucher by entering all required fields on the Invoice Information, Payments, and Voucher Attributes pages.

4. On the Voucher - Payments page, select the Inbound IPAC option.

   This places the voucher payment on hold with a Hold Reason of IPC, IPAC hold, until the inbound IPAC data has been staged and is ready for you to associate with the voucher.

   If the inbound IPAC data has already been staged, click the Select IPAC link and proceed to step 8.

5. Save the voucher.

   Run the normal approval processing for the voucher—budget checking, document tolerance checking, matching, voucher approval—and post the voucher.

6. Load the inbound IPAC file to the staging tables using the Load Inbound IPAC page and (optionally) confirm that the IPAC data was staged on the Inbound IPAC Data Inquiry page.

7. Access the voucher using the Voucher component and click the Select IPAC link on the Voucher - Payments page to access the Inbound IPAC Stage Selection page.

8. On the Inbound IPAC Stage Selection page, enter your Inbound Lookup Criteria to search for the staged IPAC transaction you want to associate with the voucher, and click Search.

   The Agency Location Code in the Inbound Lookup Criteria group box is the sender's ALC.

   The Inbound IPAC Stage Selection page is identical to the outbound IPAC page, with the exception of the Inbound Lookup Criteria group box and the Select, File Name, and Staged Date fields in the Header Information scroll area. Note that, on the Inbound IPAC Stage Selection page, the meaning of receiver and sender are the reverse of their meaning on the outbound IPAC page. In other words, on the Inbound IPAC Stage Selection page, the receiver is the paying agency (your agency) and the sender is the agency that was paid.

   See Entering Outbound IPAC Information.

9. Scroll through the search results in the Header Information scroll area and select the transaction you want to associate with the voucher.

   You cannot save the voucher if:

   • The voucher gross amount does not equal the staged IPAC transaction's total amount.

   • The ALC for the vendor on the voucher does not equal the Sender ALC on the staged transaction.

   • The ALC for the voucher's bank does not equal the Receiver ALC on the staged transaction.

10. Click Copy to Voucher to copy the staged IPAC transaction data to the voucher and the AP IPAC tables.

11. Click the Back to Invoice link and access the Voucher - Payments page.

12. On the Voucher - Payments page, select a payment Action of Record and enter a payment Reference number.

13. Save the voucher.

    When you save:

    • The system deletes the staged IPAC data that you selected from the inbound IPAC staging tables.

    • Payments are marked as reconciled.

    • The IPAC hyperlink becomes available.

      You can click it to view all IPAC data associated with the voucher on the IPAC page.

14. Run the Payment Posting process and the Cash Clearing process to update accounting lines and cash balances.

See Also

Processing Outbound IPAC Transactions

Creating Manual Payments

Running Voucher and Payment Posting

Inquiring on Inbound IPAC Payments

Access the Scheduled Payment Inquiry page.

See Inquiring on IPAC Transactions.

Handling Advances for Federal Agencies

PeopleSoft Payables uses prepayment functionality to handle payment advances to employees. U.S. federal agencies have one specific advance handling requirement which is not otherwise required for prepayments, which is that advances must be tied to existing purchase orders. To that end, when Enable Federal Payments is selected on the Installation Options - Payables page, the Advance Payment Option group box appears on the Invoice Information page for the prepayment voucher style. When you select Use Advance Payment in that group box, the system verifies that there is a purchase order associated with the prepayment.

To pay and record expenses against an advance:

1. Create a purchase order for the advance.

2. Create a prepayment voucher.

   1. Enter a voucher style of Prepaid Voucher on the add/search page when accessing the Voucher component.

   2. Select the Use Advance Payment option on the Invoice Information page, and enter the associated purchase order.

   3. Complete the voucher.

      See Entering Prepaid Vouchers Online.

3. Pay the voucher, either through the Pay Cycle process or manually.

4. Record expenses against the advance by creating a regular voucher in the Voucher component and applying it to the prepayment.

   See Applying Final Invoices to Prepayments.

   1. If the expense is more than the advance, the Voucher Posting process automatically schedules a payment for the difference.

      For example, if the advance is for 1000 USD and you enter an expense voucher against the advance for 1300 USD, the Voucher Posting process schedules a payment of 300 USD to the employee.

   2. If the expense is less than the advance, then enter two distribution lines on the expense voucher, one for the expense, the other a credit to cash.

      For example, if the advance is for 1000 USD and the expense voucher is for 800 USD, enter an expense distribution of 800 USD and a credit to cash distribution of 200 USD.

      Enter and collect the receivable using your receivables processes.

See Also

Processing Prepayments

Processing CCR Inbound Files

This section provides an overview of processing CCR inbound files and discusses how to:

• Load registry files.

• Review file load status.

See Also

CCR Voucher and Vendor Processing

Understanding CCR Inbound Files Processing

As part of standard CCR Inbound File processing, the system automatically sets any vendors that are expired in CCR to a payment hold status 30 days after the expiration date. The vendor is still active, but cannot process payments any time 30 days after the expiration date. Until the vendor is in a payment hold status, it is still open for ordering and payment. For example, if a vendor is considered expired with CCR on September 1, the PeopleSoft system will mark the vendor with a payment hold status beginning October 1. From September 1 through September 30, the vendor can still be paid in the PeopleSoft system.

Pages Used to Process CCR Inbound Files

Loading Registry Files

Access the Load Registry File page.

Request Number	Enter a processing request number.
File Path and File Name	Enter a file path and, optionally, a specific file name for processing. If you enter the wild card character (*.*) in the file name field, the system processes all files in the directory.
Disable Ordering for Expired	Select to prevent the system from creating purchase orders and vouchers for expired vendors.
Update CCR Vouchers on Hold and Hold Reason	Select to enable held CCR vouchers to be processed and to define the held voucher types that the system will update. Note. This is an override to the normal system functionality.

Reviewing File Load Status

Access the Inquire CCR File Information page.

This page displays several system status messages, such as errors or identifying pieces of information. This information includes:

• Previously processed: Identifies whether the file has already processed.

• Updated vendors: Which vendors have been automatically updated with new or edited information.

• Updated vendor errors: What errors the system encountered during the update vendors process.

  You may need to manually update the vendor for any necessary changes.

• Updated held vouchers: Which vouchers the system has automatically taken off hold due to contractor registration renewal in the CCR database.

• Vendor name change: Which vendors have had a legal name or Doing Business As name change.

Creating CCR Vendors Using Staged Data

This section discusses how to:

• Review contractor information.

• Run the Vendor Build process.

Pages Used to Create CCR Vendors Using Staged Data

Reviewing Contractor Information

Access the Contractor Inquiry page.

Running the Vendor Build Process

Access the Vendor Build page.

Creating CCR Payment Holds

This section provides an overview of CCR payment holds and discusses how to create CCR payment holds.

Understanding CCR Payment Holds

When a CCR vendor is in an expired status, any payments to the vendor must be evaluated by an end user and put on hold when required. . For regular vouchers and Quick Invoice vouchers, the system displays a warning message when you enter payments for expired CCR vendors. The warning message provides the user with an option to set the payment on hold and provide a reason code for putting the payment on hold. During the CCR Inbound File process, the system automatically takes payments off hold if the CCR vendor has re-registered and is no longer considered expired. The system displays payments taken off hold on the Inquire File Load Status page.

Pages Used to Create CCR Payment Holds

Creating CCR Payment Holds

Whether you create a CCR voucher using the Regular Voucher entry page or the Quick Invoice, the hold payment process is the same.

Access the Voucher - Payment or Quick Invoice Entry - Payment Details page.

1. Select the Hold check box.

2. Enter CCR in the Hold Reason field.

3. Complete entering voucher information, and click Save.