Defining Additional Processing Options

This chapter discusses how to:

• Set up payment terms.

• Set up deposit types.

• Set up adjustment reason codes.

• Set up reference qualifiers.

• Set up worksheet reasons.

• Set up unpost reason codes.

• Set up credit card profiles.

• Set up direct debit profiles.

• Set up electronic funds transfer (EFT) reason codes for direct debits.

• Select EFT layouts.

• Set up rules for overdue charges.

• Set up write-off approval workflow

• Understand the Financials Audit Framework (Audit Logging) for PeopleSoft Receivables

• Set up item audit options.

• Set up Collection Workbench components.

• (USF) Set up the Receivables Due From the Public report.

• (USF) Set up agency location codes.

• (USF) Set up memo status codes.

Setting Up Payment Terms

To set up payment terms, use the Payment Terms Timing (PAY_TERMS_TIME1) and the Payment Terms (PAY_TERMS_AR) components.

This section provides an overview of payment terms and discusses how to:

• Define timing IDs.

• Define payment terms.

Understanding Payment Terms

Set up payment terms if you plan to have the system automatically calculate payment due dates, discount amounts, and discount due dates. Defining payment terms is a two-step process.

Payment terms govern the length of time that a customer has to pay an item and determine discount eligibility and amount. You use the range of terms that you set up now as defaults for the following levels:

• Business units

• Customers

• Items

Pages Used to Set Up Payment Terms

Defining Timing IDs

Access the Payment Terms Timing page. (Select Set Up Financials/Supply Chain, Product Related, Billing, Setup, Payment Terms Timing, Payment Terms Timing, or Set Up Financials/Supply Chain, Product Related, Billing, Setup, Payment Terms Timing, Payment Terms Timing.)

Day Increment	Select to have the system add the specified number of days to the base date of your terms. For example, if your terms are 2/10 net 30, your net terms reference a timing ID with a day increment of 30 and your discount terms reference a timing ID with a day increment of 10.
Month Increment	Select to have the system add the specified months to the base terms date. For example, if your terms are End of the Next Month, you reference a timing ID with a month increment of one.
Due Day	Enter the specific due day that the payment is due each month. For example, enter 15 if you want the payment due on the 15th of the month. Enter a due date if you know that payment for specific items is due on the same day every year.
End of Month	Select to indicate that the system should use the last day of the indicated month. For example, If your terms were due at the end of the next month, enter a month increment of 1 and select the End of Month check box.
Due Date	Enter a due date if you know that payment for specific items is due every year on the same date.

Defining Payment Terms

Access the Payment Terms page. (Select Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Payment Terms, Payment Terms, or Set Up Financials/Supply Chain, Product Related, Billing, Setup, Payment Terms, Payment Term.)

Basis Amount

Specify the basis that the system uses to calculate the discount amount.

Basis Date

The basis date tells the system where to start counting when it calculates the discount due date and invoice due date. The system takes these options directly from values that you enter on the pending item entry pages. Select one of these options:

• Accounting Date

• As of Date

• User Date 1

• User Date 2

Net Terms

The net term values determine the due date. A due date that varies depending on when the basis date occurs in the month is called split terms. For example, if you use two different due dates (one if the basis date occurs between the first and the fourteenth of the month and a second if the basis date occurs between the fifteenth and the end of the month), you will have two rows in the grid, as shown in this table:

To determine the payment due date, add the number of days that is indicated in the Timing ID field to the base date.

Discount Terms

The discount terms determine the discount amount and date for each due date that is defined by the net terms.

Setting Up Deposit Types

To set up deposit types, use the Deposit Type component (DEPOSIT_TYPE_TABLE) .

This section provides an overview of deposit types and discusses how to define deposit types.

Understanding Deposit Types

You must specify a deposit type when entering a deposit either online or from a lockbox. Define a deposit type for each class of deposit to track, such as all deposits for a particular region or all international deposits. You assign a deposit type to a bank account on the External Accounts - Account Information page, and the system populates the Deposit Type field for regular and express deposits. Reports that list deposit activity use them to sort and select deposits.

Page Used to Set Up Deposit Types

Defining Deposit Types

Access the Deposit Type page. (Select Setup Financials/Supply Chain, Product Related, Receivables, Payments, Deposit Type, Deposit Type.)

Setting Up Adjustment Reason Codes

To set up adjustment reason codes, use the Adjustment Reason component (ADJ_REASON_TABLE) .

This section provides an overview of adjustment reason codes and discusses how to create adjustment reason codes.

Understanding Adjustment Reason Codes

Create adjustment reason codes for electronic payments, such as Electronic Data Interchange (EDI), lockbox, and bank statements. The system matches the adjustment reason codes in the electronic files to the entry type and reason setup to create the appropriate accounting entries and adjustment items.

You must set up all possible adjustment reason codes that you use in electronic payments.

The system uses this information when you run the Payment Predictor Application Engine process (ARPREDCT) to build a payment worksheet. The process automatically assigns the correct entry type and reason to the line for the adjustment in the payment worksheet and uses the system function ID to create the accounting entries for the adjustment.

Page Used to Set Up Adjustment Reasons

Creating Adjustment Reason Codes

Access the Adjustment Reason page. (Select Setup Financials/Supply Chain, Product Related, Receivables, Credit/Collections, Adjustment Reason, Adjustment Reason.)

Setting Up Reference Qualifiers

To set up reference qualifiers, use the Reference Qualifier component (AR_FLD_REF_TBL) .

This section provides an overview of reference qualifiers and discusses how to define reference qualifiers.

Understanding Reference Qualifiers

Payment remittance information can contain a variety of reference numbers, such as:

• Purchase order numbers.

• Item IDs.

• Bill of lading numbers.

• Statement IDs.

• (NLD) Acceptgiro payment reference numbers.

When you enter a payment electronically or online, you must supply the meaning of the reference information. Reference qualifiers are codes that you establish for this purpose.

Also use reference qualifier codes to identify the types of references to use when building a payment, transfer, maintenance, or draft worksheet. For example, if you select a reference qualifier code for a purchase order, the system uses purchase order numbers for the reference information and builds a worksheet with the items for which the purchase order numbers match the ones that you specified in your selection criteria. You assign the default reference qualifier code at the business-unit level.

See Also

Defining Business Unit Defaults by SetID

Page Used to Set Up Reference Qualifiers

Defining Reference Qualifiers

Access the Reference Qualifier page. (Select Set Up Financials/Supply Chain, Product Related, Receivables, Options, Reference Qualifier, Reference Qualifier.)

Field Name	Select a field from the Item table (PS_ITEM) that the remittance information references.
Prompt Table	Select a prompt record for the reference qualifier code, which the system uses to display an appropriate list when a user prompts on the field online.

This table lists the prompt tables for the key reference qualifier fields:

Setting Up Worksheet Reasons

To set up worksheet reasons, use the Worksheet Reason component (WORKSHEET_REASON) .

This section provides an overview of worksheet reasons and lists the page used to set up worksheet reasons.

Understanding Worksheet Reasons

Worksheet reasons enable you to enter a reason at the worksheet level that applies to all selected items on a maintenance worksheet. The Receivables Update Application Engine process (ARUPDATE) applies the reason to all items in the maintenance group and stores the reason on the Item Activity table (PS_ITEM_ACTIVITY) for the item. The reason appears on pages showing item activity.

Important! Do not create a reason code called SPLIT. The system uses this reason code for all items that you split on the Item Split page.

Page Used to Set Up Worksheet Reasons

Setting Up Unpost Reason Codes

To set up unpost reason codes, use the Unpost Reason component (UNPOST_RSN_TABLE) .

This section provides an overview of unpost reason codes and lists the page used to set up unpost reason codes.

Understanding Unpost Reason Codes

For informational purposes, you might want to define a reason code for payment groups that you are unposting due to insufficient funds. You assign unpost reason codes to an unpost group on the Options page for unpost groups.

For organizations that want to ensure that these reason codes are always updated for each unposted transaction, you can select the Unpost Reason check box on the Installation Options - Receivables page. When you select this check box, users must select a reason code every time they unpost a PeopleSoft Receivables transaction.

See Defining Receivables Installation Options.

Page Used to Set Up Unpost Reason Codes

Setting Up Credit Card Profiles

To set up credit card profiles, use the Credit Card Profile component (AR_CRCARD_PROFILE) .

Credit card profiles enable you to control the selection of open items for credit card processing and the processing of credit card worksheets that have been created. The Credit Card Scheduler process (ARCRCARD) uses credit card profiles to control the batch creation of credit card worksheets. When you create credit card worksheets online, the system does not use any of created profiles. Credit card profiles enable you to set limits on the amount of each credit card payment within worksheets that are created in batch. You can also determine the actions that the system takes to manage low values.

This section discusses how to create credit card profiles.

Page Used to Set Up Credit Card Profiles

Creating Credit Card Profiles

Access the Credit Card Profile page. (Select Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Credit Card Profile.)

Item Exclusions

Use the check boxes in the Item Exclusions group box to prevent the Credit Card Scheduler process (ARCRCARD) from selecting certain types of items when it creates credit card payments and builds the worksheet.

Customer Exclusions

Use the check boxes in the Customer Exclusions group box to prevent the credit card process from selecting items for customers who are in collection or dispute.

Approval Limits

The values that you enter in the Approval Limits group box determine whether the credit card process automatically approves a credit card payment. If the worksheet amount is within the approval limits, then the system approves the payment. An approved credit card payment is available for authorization and settlement with a third-party credit-card transaction provider. If the worksheet amount is outside the specified limits, the system creates the credit card worksheet, but marks the worksheet as an exception to show that it needs manual review. You can find the exceptions using the Credit Card Workbench. So approval really means that the process will attempt to settle the transaction. Failure to approve means that the credit card payment requires manual intervention.

Low Value Limits

Enter the values for the range of credit-card payment amounts that are too low to warrant processing the amount by credit card that is due because the administrative cost of collecting the money is more than the amount to be collected.

Setting Up Direct Debit Profiles

To set up direct debit profiles, use the Direct Debit Profile component (DD_PROFILE) .

Direct debit profiles define the processing characteristics for the Create Direct Debits Application Engine process (AR_DIRDEBIT). You assign a profile to each bill to customer who pays for direct debits.

This section discusses how to create direct debit profiles.

Page Used to Set Up Direct Debit Profiles

Creating Direct Debit Profiles

Access the Direct Debit Profile - Profile page (Setup Financials/Supply Chain, Product Related, Receivables, Payments, Direct Debit Profile. Profile.).

Item Exclusion Options

Use the check boxes in the Item Exclusion Options group box to prevent the Create Direct Debits process from selecting certain types of items when it creates direct debits and builds the worksheet.

Customer Exclusion Options

Use the check boxes in the Customer Exclusion Options group box to prevent the Create Direct Debits process from selecting items for customers who are in collection or dispute.

Approval Limits

The values that you enter in the Approval Limits group box determine whether the Create Direct Debits process automatically approves a direct debit or a direct credit. If the direct debit amount is within the approval limits, it assigns the status of Accepted. If the process does not approve the direct debit because it is over the approval limit, it assigns the status of Pending Approval.

Processing Options

Remit to Bank Details

Setting Up EFT Reason Codes for Direct Debits

To set up EFT reason codes, use the EFT Reason Codes component (EFT_BANK_REASON).

This section provides an overview of EFT reason codes and discusses how to set up reason codes.

Understanding EFT Reason Codes

In some countries, the bank sends an EFT file after you submit direct debits to the bank confirming whether the payment was collected. The file contains a reason code for each payment record that indicates whether it was collected. If payment is not collected, the reason code indicates why it was not collected. You run the DD_AR_BANK Application Engine process to process the bank EFT file and to update the status of the Direct Debit Control record. When you run the Receivable Update process, it creates the appropriate accounting entries based on the change to the control record.

Page Used to Set Up EFT Reason Codes for Direct Debits

Setting Up EFT Reason Codes for EFT

Access the EFT Reason Codes page. (Select Setup Financials/Supply Chain, Common Definitions, EFT, EFT Reason Codes, EFT Reason Codes.)

Reason Code	Enter a user-defined reason code and description.
Event	Select the appropriate direct debit business event. Values are: Cancel: Changes the status in the Direct Debit Control table (PS_DD_CONTROL) for the direct debit to Rejected. Cash at Due Date: Changes the status in the Direct Debit Control table to Complete.

Set up the following reason codes for the RID files that are used in Italy. Other countries can use this as an example to set up their reason codes.

Selecting EFT Layouts

Oracle provides several delivered EFT layouts that are used for:

• Payment processing.

• Direct debit processing.

• U.S. federal agency interfaces.

Electronic Payments

These EFT layouts are used to receive electronic payments:

Direct Debits

The following EFT layouts are used for transmitting direct debits manually or through a third-party integration. You set them up on the EFT File Layouts page.

Important! BACS, CPA005, SEPA, and UFF transmit direct debit prenotes manually or through third party integration.

The following EFT layouts are used for transmitting direct debits using the Financial Gateway option in PeopleSoft Cash Management. You set them up on the Layout Catalog page.

Important! The following EFT layouts are also used for transmitting direct debit prenotes in Financial Gateway. You must select the Supports Prenotes check box in the Bank Integration Layout component to enable Financial Gateway to transmit prenotes. (Banking, Administer Bank Integration, Bank Integration Layout)

For a list of all layouts set up for direct debits, including SEPA and NACHA refer to the PeopleSoft Enteprise Financial Gateway 9.1 PeopleBook.

See Defining Bank Integration Layouts for Payments.

U. S. Federal Agency Interfaces

Use the IPAC file layout for the Intra-Governmental Payment and Collections (IPAC) interface.

See Also

Setting Up EFT Processing

Setting Up Common Components for Bank Statement, Payment, and Payment Acknowledgment Processing

Setting Up Rules for Overdue Charges

To define rules for overdue charges, use the Overdue Charging component (OVRDUE_CHG_TABLE2) .

This section provides an overview of overdue charge IDs and discusses how to:

• Define overdue charge IDs.

• Define exclusions from overdue charges.

Understanding Overdue Charge IDs

Overdue charge IDs enable you to define the overall processing rules for overdue charge invoices, such as:

• Whether overdue charges should be added to the customer balance.

• The number of days that must elapse before overdue charges are reassessed.

• The overdue charge percentage rate.

• What items should be excluded from overdue charges invoices, such as past-due items that are in dispute.

Pages Used to Set Up Rules for Overdue Charges

Defining Overdue Charge IDs

Access the Overdue Charging - Setup 1 page. (Select Set Up Financials/Supply Chain, Product Related, Receivables, Credit/Collections, Overdue Charging, Setup 1.)

Create Overdue Charge Document	Select to create an overdue charge document to send to a customer. This document contains only overdue charges, not any of the customer's existing open items, and does not affect the customer's balance.
Create Charge by Item Line	Select to create a separate line item for each overdue charge. This selection enables users to see a separate line for the principal and each overdue charge type on the payment worksheet. It also enables the user to pay each of the charges before reducing the principal of the item. If you deselect this check box, users will see a single line item that includes a lump sum amount of the principal and all overdue charges.
Create A Group To Post Charges	Select to create an overdue charge group to be posted and to increment the customer's account based on the charges. This option does not create a document of any kind, but creates one overdue charge group per business unit requested on the run control. The process creates a group that has a group type of F. If you need to create a statement that has new overdue charges invoices and the customer's existing open items: Select the Create A Group To Post Charges check box on this page. Generate overdue charges. Run the Receivable Update process for the business units of the newly created overdue charge group. Generate the statement.
One Time Charge Flag	Select to indicate whether the Overdue Charges Application Engine process (AR_OVRDUE) should create an overdue charge only once or multiple times by checking for a last assessed date. If you select this check box, the process creates an overdue charge only once for an item; otherwise, the process continues to create overdue charges until the item is closed.
Include Prior Charges	Select to include prior overdue charges in the calculation of the current balance.
Assign Once Per Item	Select to have the system check to determine whether any overdue charges exist for any of the current items that qualify for overdue charging for this specific overdue charge ID. If a charge exists for one or more items, the system does not calculate a new charge; however, the system calculates this type of overdue charge for any qualified items that do not have any charges assessed against them. After these charges are assessed against these items, the system prevents them from being charged again.
Overdue Charge Rate Type	Select the value that determines how the system calculates the overdue charge. Values are: Fixed Amt (fixed amount): Creates an administrative or punitive charge for the amount that you enter in the Fixed Amt (fixed amount) field. Percentage: Calculates a charge using the percentage rate in the Percent field. Prime Plus: Calculates a charge using the prime rate that you enter on the Overdue Charges run control page plus the percentage rate that you enter in the Percent field.
Days Between Charges	Enter the number of days that the system must wait before reassessing overdue charges for items that have already been evaluated for overdue charging. The Overdue Charges process uses this value differently depending on whether an item has already had an overdue charge assessed. If an item has a previous overdue charge, the system compares the value in the Days Between Charges field to the number of days between the date of the current overdue charge run and the date of the previous overdue charge.
Grace Days	Enter the number of grace days that the system uses in combination with the basis date to determine whether the item is overdue for items that has had no previous overdue charges. If you want the trigger for the overdue charges and the amount of the overdue charges to be calculated based on the same day, enter 0. Overdue charge calculations use the grace days that are defined here, not the grace due days that are associated with the business unit, customer, or item. Those grace days refer to the due date, which may not be the same as the overdue charge basis date.
Days in Calculation Year	Enter a number to determine the number of days in the year, such as 365 or 366, that represents an annual basis for the interest calculation. The system uses the basis date to determine how many days the item is overdue.
Field Name	Select the date field that is used as the basis date for calculating the overdue charges. Values are: ACCOUNTING_DATE: The date that the account entry was entered into the system. ASOF_DT: The as of date that is entered on the pending item. DUE_DT: The date that a transaction is due. USER_DT1to USER_DT4: An additional date that is defined by the user.
Entry Type	Displays the entry type that you defined for overdue charges. All overdue charge items have this entry type.
Entry Reason	Select one of the entry reasons that is assigned to the overdue charge entry type. The system uses this entry reason for all overdue charge items that the Overdue Charges process creates using this overdue charge ID. The entry type and entry reason determine the correct accounting distribution for each charge. To process an overdue charge manually or automatically, the automatic entry type and reason code must be identical to the item entry type and reason code.

See Also

Generating Customer Statements

Defining Exclusions from Overdue Charges

Access the Overdue Charging - Setup 2 page. (Select Set Up Financials/Supply Chain, Product Related, Receivables, Credit/Collections, Overdue Charging, Setup 2.)

Add An Item, Minimum Item Charge, and Minimum Business Unit Charge

Select either a detail level or summary level for overdue charges. If you want a detail level, deselect the Add An Item check box and enter a minimum item charge. The overdue charges appear as activity against the original item, and one overdue charge appears for each open item using the same item ID as the open item. This method has the effect of adding the overdue charge to the original item and increasing its balance. If you want a summary level, select the Add An Item check box and enter a minimum business unit charge. The system combines all overdue charges in one new item that posts to the customer's account. For example, if a customer has 10 past-due items that qualify for overdue charges, the system creates one overdue charge. This method increases the customer's balance without affecting the balance of the original item. This method enables you to increase the calculated charge to a minimum amount for a customer and business unit combination.

Currency

Select a currency for the Minimum Item Charge and Minimum Business Unit Charge fields to calculate overdue charges.

Item Exclusion Options

Cancel Document Options

Setting Up Write-Off Approval Workflow

Within PeopleSoft Receivables, you can restrict the users ability to write-off amounts on the payment worksheet, maintenance worksheet, or draft worksheet. There are two methods to restrict write-off amounts:

• Limit the amount that can be written off. Maximum write-off amounts can be defined for the business unit, bill-to customer, and individual user. If any of these limits are exceeded, the system does not allow the user to save the worksheet.

• Require approval of write-off amounts entered on the worksheet that are below the maximum write-off limits but above the approval-needed limit. This approval workflow is controlled by the Approval Framework feature in PeopleSoft Enterprise Components. The user is not able to set the worksheet to post until the write-off amount is approved. Both the approver and the worksheet user can set the worksheet to post after approval is granted.

Note. The write-off approval workflow is designed to require approval for write-offs entered on the payment worksheet, maintenance worksheet, or draft worksheet only. The workflow does not pick up write-off transactions from processes such as the Payment Predictor process and the Automatic Maintenance process.

PeopleSoft Approval Framework feature is a type of workflow. Many daily tasks are part of a larger process that involves several steps and people working together. The term workflow refers to this process, which could encompass, for example, the approval of a write-off transaction. To facilitate this type of multiuser process, the PeopleSoft product can automatically trigger workflow notifications to inform the approver in the process of work awaiting him or her. The workflow process could include one or more approval steps with different approvers. When the workflow process is complete, the transaction is promoted to its next stage. In the case of a write-off approval, the next stage is to set the worksheet to post.

It is important to note that PeopleSoft applications offer two types of workflow:

1. PeopleTools Workflow Technology, documented in the Enterprise PeopleTools PeopleBook: Workflow Technology. This method is not used for write-off approval.

2. PeopleSoft Approval Framework, documented in the PeopleSoft Enterprise Approval Framework PeopleBook. The PeopleTools Workflow Technology workflow requires advanced technical skills in PeopleSoft PeopleTools to create and maintain workflow; in contrast, the Approval Framework provides an alternative workflow that is much easier to create and maintain. For example, all of the steps in Approval Framework are defined by means of PeopleSoft pages rather than the underlying PeopleSoft PeopleCode, so functional users can design and maintain workflow using these online PeopleSoft pages without technical developers having to create workflow rules.

For the write-off approval workflow, the sample data is delivered with data to start the workflow process with one level of approver. You will need to alter this information to work in your environment. You can also change the data to create a multistep approval process or use additional features in Approval Framework. Write-off approval requests are routed to the approvers by worklist or email.

To setup write-off approval, complete the following steps:

1. Define the maximum write-off amount for the business unit level.

2. Define the maximum write-off amount for the customer level.

3. Define the maximum write-off amount for the user.

4. Create the list of approvers within the Approval Framework.

5. Define users within the workflow process.

6. Review the Approval Transaction Registry within the Approval Framework.

7. Configure the approval transactions within the Approval Framework.

8. Create or modify notification template definitions.

9. Set up process definitions within the Approval Framework.

10. Enable email approval.

11. Set up URL for email notifications.

12. Activate approval workflow for write-off amounts.

The following sections offer more information about each step listed above.

Define the Maximum Write-Off Amount for the Business Unit Level

Define the write-off amount limit at business unit level using the Maximum Write Off Amount field located on the Receivables Options - General 1 page. The Maximum Write Off Amount field works in combination with the Maximum Write-Off Percent field located on this page. For example, if you enter an amount of 25.00 USD, the process writes off amounts up to 25.00 USD. However, if you enter a maximum write-off percent of 10 and the total original amount of an item is 240.00 USD, then the system will not write off more than 24.00 USD. If you do not want to limit the write-off amount at the business unit level, enter all 9s in the Maximum Write Off Amount field and enter 100 in the Maximum Write-Off Percent field.

Keep in mind that the Receivables Options component is defined by setID and linked to business units using the record group ID AR_03 (Business Unit Options) on the TableSet Control - Record Group page (PeopleTools, Utilities, Administration, TableSet Control, Record Group)

See Write-off Tolerances.

Define the Maximum Write-Off Amount for the Customer Level

Define the write-off amount limit at customer level using the Maximum Write Off Amount field located on the General Information - Bill To Options page. Like the business unit level, the Maximum Write Off Amount field works in combination with the Maximum Write-Off Percent field located on the same page. If you do not want to limit the write-off amount at the customer level, enter all 9s in the Maximum Write Off Amount field and enter 100 in the Maximum Write-Off Percent field.

See Write-Off Info.

Define the Maximum Write-Off Amount for the User

Define the write-off amount limit for the user ID using the User Preferences-Receivables Data Entry 2 page. Use this page to define the user's individual write-off limits for the payment worksheet and the maintenance worksheet. If you do not define write-off tolerances for the user, the system uses zero for the user's write-off tolerances, and the user cannot write off items.

See Defining Receivables Write-off and Discount Tolerances.

Create the List of Approvers Within the Approval Framework

Access the User Lists page (Enterprise Components, Approvals, Approvals, User List Setup)

For the approval workflow process, use the User List Definition page to define lists of users who can approve a write-off transaction that is entered on the payment worksheet, maintenance worksheet, or draft worksheet. Your list of approvers can be defined as a particular user role, SQL definition, PeopleSoft Query, or Application Class.

As part of system data, PeopleSoft Receivables delivers three user lists to be used for all three delivered write-off approval process.

• WriteOffApprovers: Used with the Steps definition. This user list uses the SQL definition EOAW_SUPERVISOR_BY_OPRID. It checks the Supervising User ID field on the User Profile-Workflow page for the person entering the write-off and uses the supervisor as the approver.

• ARWriteOffReviewers: Used to populate Adhoc User List. This user list is tied to an existing role Accounts Receivable Manager. Only users who have this role can be added as ad-hoc reviewers or approvers. Ad-hoc approvers or reviewers can be inserted by an approver during the write-off approval process.

• ARWriteOffApprovers: Email approval user list specified in the Transaction Configuration. This user list is tied to the new delivered Role Receivables Writeoff Approvers. You will have to add this new role to your users who will be approving write-off transactions directly on the email.

See PeopleSoft Enterprise FSCM  9.1 PeopleBook: Approval Framework:"Defining User Lists

Define Users Within the Workflow Process

Within the PeopleTools menu, each user is defined with a user ID in the User Profile component. For the approval workflow process, use this component to define the relationship between users entering write-off amounts on a worksheet and the approvers.

For users within PeopleSoft Receivables:

• Use the User Profile-Workflow page

  For the requester's user profile, identify the supervisor (Supervising User ID field) who should approve the write-off transactions. The supervisor is important if you are using the SQL definition EOAW_SUPERVISOR_BY_OPRID in the WriteOffApprovers user list. Verify that Worklist User check box and the Email User check box located in the Routing Preferences group box are checked

  For the supervisor's user profile, select both the Worklist User check box and the Email User check box located in the Routing Preferences group box.

• Use the User Profile-Roles page to enter the roles of the user.

  A role is a class of users who perform the same type of work, such as a collector, credit analysis, AR specialist, or manager. A role describes how people fit into workflow. Roles are defined under PeopleTools, Security, Permissions & Roles, Roles. Roles are important because you define a role on the User List Definition page (Enterprise Components, Approvals, Approvals, User List Setup), and then add the role to each user ID with the authority to approve write-off amounts.

See PeopleSoft Enterprise FSCM  9.1 PeopleBook: Approval Framework: "Defining Users for Approval Framework"

Review the Approval Transaction Registry Within the Approval Framework

Access the Register Transactions page (Enterprise Components, Approvals, Approvals, Transaction Registry).

The Approval Transaction Registry is the interface application used to register an application with the approval framework. You use the Register Transactions page to link the components, event handler, records, and classes that you created to the approval process for an application transaction. The main records and components that make up the transaction are registered, along with the approval transaction on which to base the approval process definition. The PeopleSoft Receivables transaction registries are delivered as system data.

Most of the fields on this page should not to be changed. The exceptions are the following page elements in the notification options that might require modification to fit your notification preferences.

Within the transaction registry, the following process IDs have been defined in PeopleSoft system data for AR write-offs:

• ARDraftWriteOff (AR write-off for the draft worksheet). The transaction registry for the process ID ARDraftWriteOff uses the cross-reference table AR_DRAFT_WO_AW and the default approval component of DRAFT_WORKS_IC.

• ARPaymentWriteOff (AR write-off for the payment worksheet). The transaction registry for the process ID ARPaymentWriteOff uses the cross-reference table AR_PAYMENTWO_AW and the default approval component of AR_WF_PAY_WO_XFER.

• ARMaintWriteOff (AR write-off for the maintenance worksheet). The transaction registry for the process ID ARMaintWriteOff uses the cross-reference table AR_MAINT_WO_AW and the default approval component of WS_WORKSHEET_IC.

See PeopleSoft Enterprise FSCM  9.1 PeopleBook: Approval Framework: "Defining the Approval Transaction Registry"

Configure the Approval Transactions Within the Approval Framework

Access the Configure Transactions page (Enterprise Components, Approvals, Approvals, Transaction Configuration).

Use the Configure Transactions page to select and define elements that determine what triggers a notification, who receives the notification, and the content of the notification. Notifications are mapped to work with the approval transaction registry and include menus and components and SQL definitions. The Configure Transactions page uses the same process IDs as the Register Transactions page, including the following process IDs for AR write-offs:

• ARPaymentWriteOff

• ARDraftWriteOff

• ARMaintWriteOff

The table below lists all the delivered Events and Templates tied to each Receivables approval process.

A channel value of Both means email and worklist notification.

See PeopleSoft Enterprise FSCM  9.1 PeopleBook: Approval Framework: "Configuring Approval Transactions"

Create or Modify Notification Template Definitions

Access the Generic Template Definition page – Receivables approval templates (PeopleTools, Workflow, Notifications, Generic Templates).

Template definitions provide the email content for approval notifications. You can modify the verbiage of the delivered templates or create your own template definitions. However, you must keep the delivered template variables, unless you create your own SQL objects that are referenced on the configuration definition.

Set Up Process Definitions Within the Approval Framework

Use the Setup Process Definition component to define an approval definition process. This definition is made up of the stages, paths, steps, and criteria that build a workflow. For the AR write-off approvals, the sample data includes one approval step launched for a write-off amount enter on the payment worksheet, maintenance worksheet, or draft worksheet. You can change the criteria to meet your own specific needs; for example, you can include multiple approvers or launch workflow for write-offs above a certain amount. When setting up write-off approvals, use the following information:

See PeopleSoft Enterprise FSCM  9.1 PeopleBook: Approval Framework: Defining the Setup Process Definitions Component

To enable write-off approvals in your environment, go to the Criteria Definition page for the step within the Setup Process Definitions component. To navigate to the Criteria Definition page, click the Criteria icon within the Steps group box on the Setup Process Definitions page. For each process ID:

• Verify the Criteria Type field has the value of User Entered.

• Within the Field Criteria group box, change the Value field to the threshold write-off amount that should prompt workflow approval. As delivered in the sample data, this Value field contains 999999999. For example, if you change the Value field to 300, then any write-off amount greater than 300 will require approval.

Enable Email Approval

PeopleSoft Receivables uses Enterprise Components email collaboration framework for write-off email approval. Email approval can be enabled for Draft, Payment and Maintenance worksheet. For you to use this feature, the PeopleSoft Integration Broker must be configured to run, the email collaboration framework must be configured, and all the following Receivables-related Integration Broker objects must be activated:

• Service operation AR_DRAFT_EM_APPROVAL

• Service operation AR_DRAFT_EM_APPROVAL handler

• Service operation AR_DRAFT_EM_APPROVAL routing

• Service operation AR_MAINT_EM_APPROVAL

• Service operation AR_MAINT_EM_APPROVAL handler

• Service operation AR_MAINT_EM_APPROVAL routing

• Service operation AR_PYMNT_EM_APPROVAL

• Service operation AR_PYMNT_EM_APPROVAL handler

• Service operation AR_PYMNT_EM_APPROVAL routing

• Queue DRAFT_EM_APPROVAL

• Queue PYMNT_EM_APPROVAL

• Queue MAINT_EM_APPROVAL

Perform the following setup steps to enable email approval:

1. Confirm node properties and connectors of node PSFT_EMC_GETMAIL is correctly setup.

   See PeopleSoft Enterprise Components PeopleBook, Email Collaboration Framework.

2. Activate the aforementioned service operations (PeopleTools, Integration Broker, Integration Setup, Service Operations). Confirm that Service Operation Security (link on Service Operation page) is tied to a Permission List with Full Access.

3. Set the Integration Broker queues to Run (PeopleTools, Integration Broker, Integration Setup, Queues).

4. Select the Use Email Approvals check box on the Register Transactions page.

5. Provide the Email Approval User List on the Configure Transaction page. PeopleSoft Receivables delivers email approval user list ARWriteOffApprovers. This user list is tied to the new delivered Role Receivables Writeoff Approvers. You will have to add this new role to your users who will be approving write-off transactions directly on the email.

6. Schedule EMC Response Daemon to read and process email approvals.

See PeopleSoft Enterprise Components PeopleBook, Email Collaboration Framework.

Set Up URL for Email Notifications

This information is system-defined. User must set up the value in the URL EMP_SERVLET (PeopleTools > Utilities > Admin > URLs.)

Activate Approval Workflow for Write-Off Amounts

To activate the approval framework for write-off approvals, select the new Enable Write Off Workflow check box on the Receivables Options-Payment Options page.

Keep in mind that the Receivables Options component is defined by setID and linked to business units using the record group ID AR_03 (Business Unit Options) on the TableSet Control - Record Group page (PeopleTools, Utilities, Administration, TableSet Control, Record Group)

See Defining Payment Options.

See Also

Approving Write-Off Amounts Using Workflow

Pages Used to Set Up Write-Off Approval Workflow

Understanding the Financials Audit Framework for PeopleSoft Receivables

This section presents an overview of Financials Audit Framework (audit logging) for PeopleSoft Receivables.

Understanding the Financials Audit Framework for PeopleSoft Receivables

The Financials Audit Framework (audit logging) provides efficient tracking of transaction processing that results in enhanced visibility and detailed audit trails. The framework is a centralized structure that allows you to identify the statuses of transactions to be tracked, including online views to search the audit log results by source, transaction and user. You can also archive and purge the audit logs.

You must enable the document events based on the document name in PeopleSoft Receivables for which you want audit logging performed. You can also select the Include Archive check box for each document name to include data archived by the PeopleSoft Data Archive Manager.

SeeEnterprise PeopleTools PeopleBook: Data Management, Using PeopleSoft Data Archive Manager

• Enable Audit Logging

• Search Audit Logs

• Purge Audit Logs

When you access the Enable Audit Logging page (Set Up Financials/Supply Chain, Audit Logging, Enable Audit Logging, Enable Audit Logging page) you can enable these PeopleSoft Receivables document events for audit logging.

Setting Up Item Audit Options

To define item audit options, use the Audit Control component (AUDIT_CNTRL) .

This section provides an overview of audit history options and discusses how to select fields for auditing.

Understanding Audit History Options

The system creates an audit history record when you change values in the fields that you specify for tracking on the Item table (PS_ITEM). This enables your organization to have as many comprehensive audit history records as you need. The more fields that you select to track, the more audit history records you will have. View the changes on the Item Audit History page.

The system tracks the changes that you make online using the View/Update Item Details component (ITEM_MAINTAIN), when you use the Multi-item Update feature on the Item List page, and when you build a payment worksheet with multiple items, or add items to a previously built payment worksheet. The system also tracks changes to field values that you select to update when you run the Mass Change Application Engine process (AR_MASSCHG).

Page Used to Define Item Audit Options

Selecting Fields for Auditing

Access the Audit Control page. (Select Set Up Financial/Supply Chain, Product Related, Receivables, Credit/Collections, Audit Control, Audit Control.)

Select any of the fields on the Item table for an item for which you want to generate an audit history record when you change the field values for items. The system creates an audit history record when anyone changes the field value.

Set up Collections Workbench Components

This section presents an overview and discusses how to:

• Set up Collections Workbench customer detail fields.

• Set up Collections Workbench tabs.

• Set up Collections Workbench actions.

• Personalize the content of the Collections Workbench for all users, by role, or by user ID.

Understanding the Collections Workbench Setup Components

System Administrators for an organization are the primary users of the Collection Workbench Setup Components. The Collections Workbench is comprised of these pages:

• Collections Workbench Customer Details Fields page

  The Customer Details Fields component and page is used by system administrators to make fields available to be listed in the customer details box on the Collections Workbench. These modifications would most likely be performed by a developer and may require additional coding. This page can be used in the state that it is delivered in the system to your organization to modify the name of each field. The primary purpose of this page is to enable the system administrator to modify the field names on this page and avoid additional coding. If your organization decides to add new fields, you will need a programmer to unlock the page, add new field definitions, and add the code to handle the new field.

• Collections Workbench Tabs page

  The Collections Workbench Tabs component and page is used by system administrators to add or modify work areas on the Collections Workbench. These modifications would most likely be performed by a developer and may require additional coding. This page can be used in the state that it is delivered in the system to your organization to modify the name of each tab. The primary purpose of this page is to enable the system administrator to modify the tab names on this page to avoid additional coding. If your organization decides to add new tabs, you will need a programmer to unlock the page, add new tab definitions, and add the code to handle the new tabs.

• Collections Workbench Actions page

  The Collections Workbench Actions component and page is used by system administrators to make new actions available for the Collections Workbench. These modifications would most likely be performed by a developer and may require additional coding. This page can be used in the state that is delivered in the system to your organization to modify the name of each action or add a URL for existing actions. The primary purpose of this page is to enable the system administrator to modify the action names or add a URL on this page to avoid additional coding. If your organization decides to add new actions, you will need a programmer to unlock the page, add new action definitions, and add the code to handle the new action.

• Personalize Content page.

  The Personalization component and page is used by system administrators to personalize the way the Action List, Customer Details box, and message alerts appear in the system. A system administrator can set up personalizations at the system-wide or All Users level or based on roles. Individual users can also use this page to set up their own personal settings.

See Using the Collections Workbench.

Pages Used to Define Collections Workbench Setup Components

Setting Up Collections Workbench Customer Details Fields

Access the Collections Workbench Customer Details page. (Set Up Financials/Supply Chain, Product Related, Receivables, Workbench, Customer Details Fields, CWB Customer Detail Fields search page, select a field category, and click the Search button.)

Field Category	Before you can access this page, you must select one of these field categories and click the Search button on the Customer Details Fields page. Activity Field Balances Field General Field Metrics Field User Field
Field Value	Enter a field value for each field based on the way you want the fields to appear on the Collections Workbench. The remaining fields are system defined and read-only.

Setting Up Collections Workbench Tabs

Access the Collections Workbench Tabs page. (Set Up Financials/Supply Chain, Product Related, Receivables, Workbench, Tabs, Collections Workbench Tabs page)

Description

Enter a description for each tab. The tab number field is system defined and read-only.

Setting Up Collections Workbench Actions

Access the Collections Workbench Actions page. (Set Up Financials/Supply Chain, Product Related, Receivables, Workbench, Actions, Collections Workbench Actions page.)

Description

These action descriptions are system-defined. The action numbers are system defined and read-only. These actions only appear on the Customer Details Field set-up page. End users will not be able to view these descriptions.

URL(Uniform Resource Locator)

Enter or copy a URL A URL is the address of a specific Web site or file on the Internet. The URL that you enter on this page will take precedence over any code already in place. The URL that you enter is used as a way to customize actions quickly, without making code changes. Also, the existing code that goes with each of the existing actions is not based on a URL. There is PeopleCode logic plus a component transfer in the code for each action.

Personalizing the Content of the Collections Worbench for All Users, by Role, or by User ID

Access the Personalize Content page. (Select All Users or By Role or By User as the Personalization Level on the Maintain Personalization – Personalization Search page. If you select By Role or By User, you must click the Search button on the page, and click the link associated with a role or a user ID to display the Personalize Content page.)

The three different levels of personalizations work There is an order of precedence for the three levels of personalizations. If users have their user ID set up based on personalizations, they will always see these pages based on those personalizations. If the system does not find user ID personalizations, it will use the personalizations that are set up based on a the role of the user. If the system does not find any role-based personalizations set up, it will use the system wide or All Users personalizations. Personalizations must be set up for All Users in order for the system to work properly, while personalizations for role or by user ID are optional.

Personalize Customer Details Section

(USF) Setting Up the Receivables Due From the Public Report

To set up the Receivables Due From the Public report, use the Reporting Entity Code (ENTITY_GRP), Receivable Type (REC_TYPE_GRP), and the Delinquency Code (DELINQ_GRP) components .

This section provides an overview of the Receivables Due From the Public report (ARSF2209) and discusses how to:

• Define report entity codes.

• Define receivable type codes.

• Define delinquency codes.

Understanding the Receivables Due From the Public Report

The Receivables Due From the Public report is the U.S. Department of Treasury's means for periodically collecting data on the status and condition of the federal government's nontax department portfolio in accordance with the requirements of the Debt Collection Act of 1982 and the Debt Collection Improvement Act of 1996 (DCIA).

This section discusses:

• Entity codes and receivables types.

• Entry types.

• Delinquency codes.

• Customer types.

Entity Codes and Receivable Types

When you enter pending items, you assign reporting entity codes and receivable types. The entity codes and receivable types are used to identify the items for which you are including data in the report.

Entry Types

Many of the lines in the report include only amounts for items with specific entry types. To populate these lines, you must set up entry types for the codes in the following table and create an automatic entry type for each entry type:

Delinquency Codes

You assign delinquency codes to items on the Item Delinquency page. The system uses these codes to determine which items' amounts to include in various lines of the report. You must set up the delinquency codes in the following table for the report and the codes in the report must exactly match the codes in this list to update the various line amounts correctly:

Customer Types

The report also includes item amounts for only specific customer types in various lines on the report. You assign the customer type to the customer on the General Info page for the customer. Also, the report includes item amounts for customers in various lines only if you selected the Federal Customer check box on the General Info page.

The system-delivered translate values for the Customer Type field (CUSTOMER_TYPE) are 1, 2, 3, and 4. For the report to update the report lines correctly, you must change these translate values to the following values:

• F: Foreign or Sovereign

• S: State or Local

• M: Commercial

• N: Consumer

See Also

Setting Up Entry Types and Reasons

Adding Customer Names and Levels and Assigning Roles

Pages Used to Set Up the Receivables Due from the Public Report

Defining Report Entity Codes

Access the Reporting Entity Code page. (Select Set Up Financials/Supply Chain, Product Related, Receivables, Options, Reporting Entity Code, Reporting Entity Code.)

The report entity code is unique for each reporting entity. The first two digits identify the agency, the next two digits identify the bureau, and the remaining digits identify the entity.

Defining Receivable Type Codes

Access the Receivable Type page. (Select Set Up Financials/Supply Chain, Product Related, Receivables, Options, Reporting Entity Code, Receivable Type.)

The Receivables Type code identifies the loan as a direct loan, defaulted guaranteed loan, or noncredit receivable. This code appears at the top of the Receivable Due From the Public report to identify the types of items for which amounts are included in the various report lines.

Defining Delinquency Codes

Access the Delinquency Code page. (Select Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Delinquency Code, Delinquency Code.)

Be sure that the code values exactly match those in the list described earlier in this section.

(USF) Setting Up Agency Location Codes

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.

• Maintain business activity types and reporter category codes.

Understanding Agency Location Codes

If you represent a U.S. federal agency, you submit billing, collection, and payment information for intragovernmental transactions using the IPAC interface. You set up agency location codes to identify where you submit this information.

Pages Used to Set Up Agency Location Codes

Defining Agency Location Codes

Access the Agency Location Code page. (Select Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, Agency Location Code.)

Enter agency name and address information.

Maintaining Business Activity Types and Reporter Category Codes

Access the GWA Reporting Options page. (Select Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, GWA Reporting Options.)

Business Activity	Select the business activity type for this agency location code. Values are: CashLink Only IPAC Only (intragovernmental payment and collection only) IPAC and CashLink IPAC and TDO Payments (IPAC and Treasury Disbursing Office payments) IPAC, CashLink and TDO Pymts (IPAC, CashLink, and TDO Payments No Business Activity Type TDO Payments Only TDO Payments and CashLink
Reporter Category	Select the GWA reporter category for this agency location code. Note. The reporter category can be equivalent to the business activity type, a subset of the business activity type, or nonreporter. For example, if you select the IPAC and CashLink business activity type, the valid selections are IPAC Only, CashLink Only, IPAC and CashLink, or Non Reporter.

(USF) Setting Up Memo Status Codes

To set up memo status code, use the Memo Status Codes component (MEMO_STATUS_CODE) .

This section provides an overview of memo status codes and lists the page used to set up memo status codes.

Understanding Memo Status Codes

U.S. federal agencies can use memo status codes to track changes to the status of a delinquent item. Use the Memo Status Changes page to enter each status code as an item changes its status. PeopleSoft Receivables delivers the following codes that you must set up for each setID as needed. You can also create user-defined codes.

Page Used to Set Up Memo Status Codes

Setting Up User-Defined Fields

PeopleSoft Receivables provides 22 fields in the Item (PS_ITEM) and Pending Item (PS_PENDING_ITEM) tables that you can use to track company-specific or industry-specific information that is not predefined on these tables, such as a shipment date. You define the value to use for each of the fields, and you can specify what to use for the field label. User fields include:

• USER_DATE_1 through USER_DATE_4, which store date values.

• USER_1 through USER_10, which store single-character values.

• USER_AMT1 through USER_AMT8, which store numeric values.

The USER_1 through USER_10 fields are one-character fields. You should modify the field length to meet the requirements of your organization.

Use PeopleSoft Application Designer to change the field labels and field lengths.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Application Designer