This chapter discusses how to:
Set up electronic funds transfer (EFT) and automated clearing house (ACH) payment formats.
Define agency location codes.
Set up vendors for federal payment processing.
Define federal spending regions.
Define regional financial codes.
Specify restrictions for federal payment schedules.
Configure workstations for Intra-governmental Payment and Collection System (IPAC) inbound processing.
Set up Central Contractor Registry (CCR) processing.
To set up EFT and ACH payment formats, use the following components:
EFT Layout (EFT_LAYOUT).
ACH Layout (ACH_LAYOUT).
This section provides an overview of EFT and ACH payment format setup and lists the pages used to set up EFT and ACH Payment formats.
The PeopleSoft system provides a number of EFT and ACH layouts for transmitting U.S. federal payments:
Format |
Layout Name |
CTX (Corporate Trade Exchange) flat file payment order |
CTX |
CTX ASC X12 820 payment order |
CTX820FED |
ECS vendor check payment |
ECSCHK |
ECS vendor ACH payment (CCD+) |
ECSVNDR |
ECS travel ACH payment (PPD+) |
ECSTRVL |
SPS vendor check payment |
SPSCHK |
SPS vendor ACH payment (CCD+) |
SPSVNDR |
SPS travel ACH payment (PPD+) |
SPSTRVL |
ECS same day payment request (SDPR) |
SDPR |
Bulk vendor check payment |
SF1166SCHK |
Bulk vendor ACH payment (CCD+) |
SF1166VNDR |
Bulk travel ACH payment (PPD+) |
SF1166TRVL |
IPAC (Intra-Governmental Payment and Collections) |
IPAC |
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.
When you set up each format on the EFT File Layouts and ACH File Layout pages, you can indicate if the payment format applies to employee payments, non-employee payments, or both. This allows an edit upon saving a voucher that enforces the following U.S. federal rules:
Employee ACH payments are generated as PPD or PPD+ payments only.
Non-employee ACH payments are generated as CCD, CCD+, or CTX payments only.
Note. It is up to you to select whether a payment format applies to employee payments, non-employee payments, or both, but you should select these values based on the requirements laid out by the U.S. Department of Treasury
PeopleSoft Payables also enforces that all EFT/ACH payments contain a bank ID, bank routing number (DFI ID), and bank account number.
See Also
(USF) US Federal ACH and EFT Layouts
Page Name |
Definition Name |
Navigation |
Usage |
EFT_LAYOUT |
Set Up Financials/Supply Chain, Common Definitions, EFT, EFT File Layout, EFT File Layouts |
View, modify, and add any EFT layouts. |
|
ACH_LAYOUT |
Set Up Financials/Supply Chain, Common Definitions, EFT, ACH Layout, ACH File Layout |
Create identifying information for ACH files. See Defining ACH Layouts. |
To set up agency location codes, use the Agency Location component (AGENCY_LOC_CD).
This section provides an overview of agency location codes and discusses how to:
Define agency location codes.
Specify government wide accounting (GWA) reporting options.
If you represent a U.S. federal agency, you probably pay your vendors through a Treasury Disbursing Office (TDO). You identify your TDOs with Agency Location Codes (ALC). Define an eight-digit ALC for each TDO you set up and assign it to the TDO on the Bank Information page. If you represent a U.S. federal agency that does not disburse through a TDO, you can set up ALCs that bypass the voucher save edit that enforces eight-digit ALCs.
If you represent a U.S. federal agency that uses the Intra-Governmental Payment and Collection System (IPAC), then you must also define an ALC for each of the vendors you pay through IPAC.
The business activity you define for your ALCs on the GWA Reporting Options page determines what type of cash transaction activity you report on the SF224 Statement of Cash Transactions report. The business activity and reporter category combination you define for your ALCs determines what cash reclassification transactions you report 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. The U.S. Treasury is taking a phased approach to modify financial systems that agencies interface with today to include the BETC code. These systems include IPAC for collections and payments, CashLink for collections, and Electronic Certification System (ECS) or Secure Payment System (SPS) for payments. The U.S. Treasury requires systems to accommodate future implementation of BETC and therefore, exclude activity from the Partial 224 report that includes the BETC code.
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.
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
Defining, Generating, Creating, and Printing SF224, SF1219, and SF1220 Reports
Reclassifying Federal Cash Transactions for Partial 224 Reporting
Creating ECS Bulk Payment Summary Certification Files
Page Name |
Definition Name |
Navigation |
Usage |
AGENCY_LOC_CD |
Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, Agency Location Code |
Create agency location codes for federal payment schedules. |
|
AGENCY_LOC_CD2 |
Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, GWA Reporting Options |
Specify the business activity and reporter category combination for the agency location code to be used for federal reporting. |
Access the Agency Location Code page (Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, Agency Location Code).
Enter agency name and address information for the ALC.
Non-Treasury Disbursed ALC |
Select if this ALC does not disburse payments through a U.S. Federal TDO. This enables the vouchers paid from this ALC to bypass the edit for an eight-digit numeric ALC, which means that you can enter an ALC of one to eight alphanumeric values. |
See Also
Defining Agency Location Codes
Access the GWA Reporting Options page (Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, GWA Reporting Options).
The business activity you define for your ALCs on this page determines what type of cash transaction activity you report on the SF224 Statement of Cash Transactions report. The business activity and reporter category combination you define determines what cash reclassification transactions you report on the Partial 224 report.
Business Activity |
Enter the business activity type for the agency location code. The business activity type identifies the types of transactions an ALC reports on the SF224 Statement of Cash Transactions report. The business activity type specifies which systems the ALC utilizes at the U.S. Treasury to process cash transactions. Options include: CashLink Only. IPAC Only. IPAC and CashLink. IPAC and TDO Payments. IPAC, CashLink and TDO Payments. No Business Activity Type. TDO Payments Only (treasury disbursing office payments). TDO Payments and CashLink. |
Status |
Select Active or Inactive. Enter an effective date for the status and reporter category. |
Reporter Category |
Enter a GWA reporter category code. The reporter category code identifies which systems are supporting the BETC code for detailed transactions. This also drives whether an ALC is ready to use the Partial 224 reporting capabilities. Options include: CashLink Only. IPAC Only. IPAC and CashLink. IPAC and TDO Payments. IPAC, CashLink and TDO Payments. Non Reporter. TDO Payments Only. TDO Payments and CashLink. Warning! Select Non Reporter as the option until the Partial 224 report is applicable. 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 GWA Reporting Options
When you, as a U.S. federal agency, set up vendors for payment processing, you may want to specify the default payment schedule type and date basis calculation type for the vendor, along with the standard vendor setup. You can also set up these options at other levels in the PeopleSoft Payables control hierarchy: business unit, origin, and control group.
For vendors, you enter this information on the Federal page in the Vendor Information component, which is available only when you have Enable Federal Payments selected on the Installation Options - Payables page.
When you set up other U.S. federal agencies as vendors, you may also identify the vendors as federal agencies and enter the vendor's ALC and trading partner code. The ALC is required if the vendor is used for inbound or outbound IPAC processing. You enter this information on the Vendor Information - Federal page, as well.
Specific federal payment processes may require particular vendor setup. See the sections of this book that discuss those processes.
See Also
Maintaining Vendor Information
To define federal spending regions, use the following components:
Spending Region Installation (SPNDNG_REG_INST).
ChartField Values (FS_CF_VALUE_HOME).
Spending Region Definition (SPNDNG_REG_DFN).
This section lists a prerequisite and discusses how to:
Specify the federal spending region ChartField and processing options.
Define spending region ChartField values.
Associate spending region codes with states.
To define spending region ChartField values, you must first define them on the ChartField Attributes page.
See Also
Creating Generic ChartField Attributes
Page Name |
Definition Name |
Navigation |
Usage |
SPNDNG_REG_INST |
Set Up Financials/Supply Chain, Product Related, Procurement Options, Federal Spending Region, Spending Region Installation, Spending Region Install Option |
Specify the ChartField to be used for spending region codes and select processing options. |
|
FS_CF_VALUE_HOME |
Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values |
Access ChartFields to define spending region codes for your established spending region ChartField. |
|
CF_ATTRIB_VALUES |
Click the Attributes link on one of the applicable ChartField pages you accessed from the ChartField Values page. |
Select user-defined values to support intraunit consolidations and Federal requirements for reporting and payment processing. |
|
SPNDNG_REG_DFN |
Set Up Financials/Supply Chain, Product Related, Procurement Options, Federal Spending Region, Spending Region Definition |
Link spending region codes to the appropriate state. You set up one spending region definition (with one or many spending region codes) for each state. You must enter the country and state codes to access the page. |
Access the Spending Region Install Option page (Set Up Financials/Supply Chain, Product Related, Procurement Options, Federal Spending Region, Spending Region Installation, Spending Region Install Option).
Spending Region |
Enter the ChartField that will store your spending region codes. This should be a ChartField that is not used for other types of values. For example, you should not select Account. |
Purchasing/Accts. Payable Edit group box (purchasing and accounts payable edit group box) |
Select the option to use for validating spending regions on purchase orders and vouchers:
|
Access the ChartField Values page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values).
To define spending region ChartField values:
Select your spending region ChartField on the ChartField Values page.
This is the ChartField you defined on the Spending Region Installation page.
Access the respective ChartField definition page, and click Attributes.
Select the appropriate ChartField attributes and ChartField attribute values for the spending regions.
Access the Spending Region Definition page (Set Up Financials/Supply Chain, Product Related, Procurement Options, Federal Spending Region, Spending Region Definition).
Enter a setID and spending region ChartField value for each spending region code you want to associated with the state. You can link multiple spending regions codes to a state, and link the same spending region code to multiple states.
Note that each spending region ChartField value row is keyed by setID. Therefore, if your vendor-to-ChartField relationships involve multiple setIDs, you should add a row for each setID and spending region code combination. For example, assume you are setting up a spending region definition for the state of Alaska, and you have one spending region code—6—for the state. If the vendors in setID US001 share access to one set of ChartField values and the vendors in setID US002 share access to another set of ChartField values, then you should enter two rows:
Set ID US001; spending region code 6.
Set ID US002; spending region code 6.
To set up regional financial codes, use the Regional Financial Code component (RFC_CODE).
This section provides an overview of regional finance code definitions and lists a page used to define regional financial codes.
See Also
Defining External Account Information
Creating ECS Bulk Payment Summary Certification Files
You define regional financial codes to produce federal ECS or SPS summary data files. First you create a regional financial code, then specify it on the External Accounts page. Next, on the ECS Summary Total (electronic certification system summary total) page or the SPS Summary Totals (secure payment system summary totals) page, you specify the code before generating the summary data file to send to the Department of Treasury.
Page Name |
Definition Name |
Navigation |
Usage |
RFC_CODE_TBL |
Set Up Financials/Supply Chain, Product Related, Procurement Options, Management, Regional Financial Code |
Define regional finance codes. |
To set up federal payment schedule restrictions, use the Payment Schedule component (SCHD_PYMNT_MTHD).
This section provides an overview of federal payment schedule restrictions and discusses how to specify federal payment schedule restrictions.
If you use federal payment schedules you must define the maximum number of payments and maximum number of appropriations you want included on each payment schedule. When the maximum number of payments or appropriations is reached, the system assigns the remaining payments in a pay cycle to a new Treasury schedule ID.
Page Name |
Definition Name |
Navigation |
Usage |
SCHD_PYMNT_MTHD |
Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments, Federal Payment Schedule, Payment Schedule Restrictions |
Apply restrictions to the number of payments and appropriations per federal payment schedule for each payment method and EFT layout combination that will use federal payment schedules. Note. In add mode, if you enter an EFT or ACH payment method, you must also enter an EFT layout code. You are not required to enter an EFT layout code if you enter a non-EFT payment method. |
Access the Payment Schedule Restrictions page (Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments, Federal Payment Schedule, Payment Schedule Restrictions).
Apply Restriction |
Check to restrict the number of payments and appropriations per payment schedule. |
Payments Per Schedule |
Enter the maximum number of payments you want included on each payment schedule. PeopleSoft Payables refers to this setting during the Pay Cycle selection process as it creates schedules. Once the number of payments reaches the number you set, the system generates a new schedule ID. |
Appropriations per Schedule |
Enter the maximum number of appropriations the system may generate on a payment schedule. |
This section discusses how to configure workstations for IPAC inbound processing.
To configure a workstation for IPAC inbound processing:
On the workstation, go to Windows Start, Settings, System, Advanced, and click the Environment Variables button to access the Environment Variables dialog box.
In the Environment Variables dialog box, enter a new user variable of PS_FILEDIR with a value of c:\temp.
Although the value is c:\temp, the flat file does not need to be located in the c:\temp file.
Click OK.
See the following screenshot:
To set up CCR processing, use the following components:
Installation (INSTALLATION).
Maintain CCR Codes (MAINTAIN_CCR_CODE).
Vendor Information (VNDR_ID).
This section provides an overview of CCR processing setup, and discusses how to:
Enable CCR processing.
Maintain CCR codes.
Define CCR registration status and Dun & Bradstreet suffixes.
Define CCR ID numbers.
The CCR database is a common vendor database used for the U.S. Federal Government.
Note. While CCR is used by many federal agencies, some agencies do not use CCR.
Setting up PeopleSoft Payables for CCR processing involves:
Establishing CCR and related CCR codes as an installation to the system.
Establishing vendors as CCR vendors.
PeopleSoft Payables currently supports the use of SIC (Standard Industrial Classification) and NAICS (North American Industry Classification System) codes. However, it is critical for CCR processing that these codes are updated and kept current. Codes that are not maintained can cause processing problems between the PeopleSoft Payables system and the CCR database. We have added functionality to automatically add updated code information when this information is not regularly maintained. To ensure that the system uses the updated code information, leave the applicable check boxes deselected on the Installation Options - Payables page.
After you have established the installation options, you can establish CCR vendor information and assign one of four status values, depending on each vendor's registration status with the government. This status determines if vendors can submit CCR vouchers.
See Also
CCR Voucher and Vendor Processing
Page Name |
Definition Name |
Navigation |
Usage |
INSTALLATION_AP |
Set Up Financials/Supply Chain, Install, Installation Options Click the Payables link. |
Activate CCR and related installation options. |
|
CCR_CD_TBL |
Vendors, Central Contractor Registry, Maintain CCR Codes |
Maintain government mandated code types with the corresponding CCR code and description for your installation. |
|
VNDR_ID1 |
Vendors, Vendor Information, Add/Update, Vendor, Identifying Information Click to expand the Additional ID Numbers region on the Vendor - Identifying Information page. |
Define CCR registration status and applicable CCR codes for a vendor. Also add Dun & Bradstreet suffix information for a vendor. |
|
CCR_VNDR_CD_SEC |
Vendors, Vendor Information, Add/Update, Vendor, Identifying Information Click the Review CCR Information link on the Vendor - Identifying Information page. This link appears only for active CCR vendors. |
Define all valid ID numbers for a vendor. The system uses these numbers to classify vendors for informational purposes only. |
Access the Installation Options - Payables page (click the Payables link on the Installation Options page).
Enable CCR (enable Central Contractor Registration) |
Select to enable CCR processing for the implementation, and optionally enable the Use SIC Code Functionality and the Use NAICS Code Functionality check boxes. |
Use SIC Code Functionality (Standard Industrial Classification) |
Select to indicate that your PeopleSoft Payables implementation already has updated SIC codes, and that the system should use these updated codes for CCR processing. When this check box is enabled, the system retrieves the updated SIC codes from existing vendor information. If you do not select this option, the system adds the correct, updated code information directly to the Central Contractor Registry ID Numbers page. |
Use NAICS Code Functionality (North American Industry Classification System) |
Select to indicate that your PeopleSoft Payables implementation already has updated NAICS codes, and that the system should use these updated codes for CCR processing. This field's functionality is similar to the Use SIC Code Functionality field. |
Note. Failure to maintain your implementation's SIC and NAICS codes can cause synchronization problems between the system and the CCR database. Select the check boxes only when you are certain your organization regularly maintains the implementation's SIC and NAICS codes. If you are uncertain, leave these check boxes deselected, as the system will automatically implement and use the correct, updated codes.
Access the Maintain CCR Codes page (Vendors, Central Contractor Registry, Maintain CCR Codes).
Code Type |
Select a code type from the following, and enter the corresponding CCR code and description:
|
Access the Additional ID Numbers collapsible region on the Vendor - Identifying Information page (click to expand the Additional ID Numbers region on the Vendor - Identifying Information page).
CCR Status |
Select the applicable registration status:
|
Review CCR Information |
Click to access the Central Contractor Registry Id Numbers page, and define valid CCR codes for a vendor. |
DUNS Number |
Select the ID number type DP4 to store the Dun & Bradstreet +4 suffix. The system uses this number to identify different CCR records for the same vendor at the same physical location; for example, in identifying two separate bank accounts. |
Access the Central Contractor Registry Id Numbers page (click the Review CCR Information link on the Vendor - Identifying Information page. This link appears only for active CCR vendors).
To define CCR ID numbers for a vendor:
Select a Code Type value and corresponding CCR Vendor Code field value.
Add rows to establish all applicable ID numbers for the vendor.