Understanding the Payment Process for Promotional
Activity
This chapter provides an overview of the payment process for promotional activity and discusses how to:
Authorize payments for promotional activity.
Define customer claims.
Process claims for payment.
Generate accrual transactions for incurred liability.
View customer claims.
Note. Promotions Management does not support Sales/Use Tax, value-added tax (VAT), or Canadian VAT tax processing when creating promotional payments.
Understanding the Payment Process for Promotional
Activity
After verifying that a customer has performed the merchandising activity as required, enter the verification information into the system and authorize promotional payments. You can authorize the entire planned amount for payment or change the existing authorized amount by entering an exception.
To change the authorized amount, create a payment exception to increase or decrease the original authorized amount. If you authorize more than the planned amount, you must select a fund for this new amount and obtain approval before you can create claims against the new amount.
Creating payment authorizations can be optional, depending on how you configure the system. You can require users to manually authorize payments by selecting the Payment Authorization Required check box on the Create Customer-Specific Promo - Promotion Details, Create Multiple Customer Promo - Details, and the Create National Allowance - Detail pages.
If you do not require payment authorization, the Accrual and Financial Update process (TD_FINUP) automatically creates payment authorizations for all incurred liability when you select the Authorize Promotional Payments check box on the Accrual and Financial Update request page. When the system creates payment authorizations automatically, or when you create payment authorizations manually, the system maintains a history of the authorization amounts in the TD_PAYMENT_HIST table. You can view this history data on the Authorize Payments - Payment Authorization History page.
Promotional Activity Payment Process
To process payments for promotional activity:
Authorize the payment.
If you require payment authorization, enter the authorized amount, performance information, and proof of performance documentation by using the Authorize Payments component. Otherwise, the system automatically authorizes payments for the incurred amounts when the Accrual and Financial Update process is run with the Authorize Promotional Payments check box selected.
Note. The approval of payment authorizations can be routed through an automated workflow approval process called the PeopleSoft Approval Framework. This process, if activated for payment authorizations on the Promotions Options - General Options page, would notify approvers to take action on a task notification message and would then forward the payment authorization to the next approver in the group list to approve.
To change the authorized amount, enter a payment exception by using the Authorize Payments component, and obtain approval if the authorized amount is more than the planned amount for the merchandising activity.
Note. After a payment exception is created for a merchandising activity, the Accrual and Financial Update process will not authorize any additional amounts for the merchandising activity. Any changes to the authorized amount must be made in the Authorize Payments component.
Create and approve claims against authorized amounts by using the Authorize Payments component or the Create Customer Claim component.
Note. The approval of customer claims can be routed through an automated workflow approval process called the PeopleSoft Approval Framework. This process, if activated for claims on the Promotions Options - General Options page, would notify approvers to take action on a task notification message and then would forward the claim to the next approver in the group list to approve.
Run the Promotions Management Payment Load process (TD_PAYMENTS) to send payments to Billing and Payables.
Billing receives claims with deduction, credit memo, and chargeback payment methods and processes these claims through the Billing Interface process (BIIF0001). Payables receives claims with check and field draft payment methods and processes these claims through the Voucher Build process (AP_VCHRBLD).
Verify that claims are processed correctly by using the Customer Claims inquiry page.
View actual payment activity, such as credits and cash postings by customer, promotion, and merchandising or adjustment type by using the Promotional Activity component.
Run the Accrual and Financial Update process to create checkbook data and to generate accrual transactions for the general ledger.
This process generates the Promotions Management accrual transactions for incurred liability and updates the checkbook amounts, including incurred and actuals, when requested.
View the financial status of the promotional activity by using the Review Checkbook component.
Run the Generate Journals process (FS_JGEN) from the Generate Journals request page.
The Generate Journals process updates the General Ledger with the Promotions Management accrual transactions at period end and reverses the entries at the beginning of the next period.
View the Promotions Management accrual transactions that are posted to the general ledger using the GL Accruals inquiry page.
See Also
Authorizing Payments for Promotional Activity
Generating Accrual Transactions for Incurred Liability
Updating Financial Information in PeopleSoft Promotions Management
Prerequisites
Before you begin processing payments for promotional activity, complete the following steps:
Set up payment options on the Promotions Options - Payment Options page.
Set up bank defaults on the User Preferences - Promotions Management page.
See Also
Defining Promotions Management Options
Common Elements Used in This Chapter
|
Status |
Select a status for the payment, exception, or claim. Values are: Approved: The payment exception is approved and the authorization amount is updated, or the claim is approved and ready to be sent to Billing or Payables. Once a claim is approved, you can send it to Billing or Payables by running the Payments Load process (TD_PAYMENTS). Authorized: The payment is authorized, and you can create claims for the promotional activity. Closed: The payment authorization is closed, and you cannot create claims for the promotional activity. Initial: The payment exception or claim is entered but not yet approved, and you can't create or process claims for the promotional activity. Not Authorized: The payment is not yet authorized, and you cannot create claims for the promotional activity. Pending: The payment exception or claim is pending approval, and you cannot create claims for the promotional activity. Pending Approval: The payment authorization is pending approval, and you cannot create claims for the promotional activity. Rejected: The payment authorization, payment exception, or claim has been rejected, and you cannot create claims for the promotional activity. Released: The payment authorization is released for approval, and you cannot create claims for the promotion. Note. If the approval framework is activated for payment authorizations or claims on the Promotions Options - General Options page, then the user will not be able to manually select these statues. Instead, the PeopleSoft Approval Framework process would notify approvers to take action on a task notification message and the approver would select to approve, deny, or pushback the approval for the payment authorization or customer claim. |
|
Business Unit |
Enter the Promotions Management Business Unit in which to post the claim. The business unit determines the Payables business unit in which to send check and field draft payments and the Billing business unit in which to send credit memo, deduction, and chargeback payments. |
|
Amount |
Enter the amount of the claim; use the base currency that you entered on the Promotions Options - General Options page. |
|
Payment Method |
Select a payment method for the claim. Values are: Chargeback: Payments are made in the form of an invoice in the Billing system. Use this payment method to recover any money that has already been paid to the customer. Returns are one example that may cause a chargeback payment method to be necessary. Check: Payments are made in the form of a scheduled payment in the Payables system. Use this payment method to send accounts payable (AP) checks to the customers for payment of their promotional activities. Credit Memo: Payments are made in the form of a credit invoice in the Billing system. Use this payment method when you do not expect the customer to take a deduction for promotional activities. Deduction: Payments are made in the form of a credit invoice in the Billing system. Use this payment method when you expect the customer to take a deduction for promotional activities (remit less than the total amount that is due on the invoice). Field Draft: Payments are made in the form of a recorded payment in the Payables system. Use this payment method when a broker or sales representative issues a manual check to the customer for payment of promotional activities. |
|
Distribution Code |
Enter a code to determine the account to which the system posts the promotional expense. The system displays by default the distribution code for the claim that you enter when defining a customer promotion or national allowance, but you can override that code here. |
|
Merch Cost (merchandising cost) |
The total merchandising cost appears for this promotion and merchandising activity. The system uses the information you entered for the customer promotion to populate this field. |
|
Overhead Cost |
The overhead cost appears for this promotion and merchandising activity. The system uses the information you entered for the customer promotion to populate this field. |
|
Lump Sum Cost |
The lump sum cost appears for this promotion and merchandising activity. The system uses the information you entered for the customer promotion to populate this field. |
|
Insertion Cost |
The planned insertion cost appears for this promotion and merchandising activity. The system uses the information you entered for the customer promotion to populate this field. |
|
Unit Value Cost |
The actual unit value cost appears for this promotion and merchandising activity. The system uses the actual units redeemed you entered on the Actual Unit Consumption page for this merchandising activity and the unit value you entered for the customer promotion to populate this field. Unit Value Cost = Unit Value * Actual Units Redeemed |
|
Unit Handling Cost |
The actual unit handling cost appears for this promotion and merchandising activity. The system uses the actual units redeemed you entered on the Actual Unit Consumption page for this merchandising activity and the unit handling you entered for the customer promotion to populate this field. Unit Handling Cost = Unit Handling * Actual Units Redeemed. |
Authorizing Payments for Promotional Activity
This section discusses how to:
Search for promotional activity that requires payment authorization.
Enter payment authorizations.
Enter payment exceptions.
Create customer claims for a specific customer, promotion code, and merchandising or adjustment type.
Pages Used to Authorize Payments for Promotional
Activity|
Page Name |
Definition Name |
Navigation |
Usage |
|
TD_PAYMENT_MAINT |
Promotions, Payments, Authorize Payments, Payment Search |
View a list of merchandising or adjustment types for which to create and maintain payment authorizations and claims. |
|
|
TD_PAYMENT_INFO |
Promotions, Payments, Authorize Payments, Payment Authorization |
Document proof of performance, enter an authorized amount, and authorize payments for promotional activities. (Optional) Click the Submit button to initiate the PeopleSoft Approval Framework for payment authorizations. (Optional) Click the Approve button to review and approve the payment authorization. (Optional) Click the Deny button to reject the payment authorization and notify the originator. (Optional) Click the Pushback button to return the payment authorization to the previous approver on the workflow approval list. |
|
|
TD_PAYMENT_EXCEPT |
Promotions, Payments, Authorize Payments, Payment Exceptions |
Create exceptions to the payment amount that is currently authorized for the selected customer, promotion, and merchandising or adjustment type. |
|
|
TD_CLAIMS |
Promotions, Payments, Authorize Payments, Claim Entry |
Create claims against the authorized amount for a specific customer, promotion code, and merchandising or adjustment type. (Optional) Click the Submit button to initiate the PeopleSoft Approval Framework for customer claims. (Optional) Click the Approve button to review and approve customer claims. (Optional) Click the Deny button to reject the customer claim and notify the originator. (Optional) Click the Pushback to return the customer claim to the previous approver on the workflow approval list. |
|
|
TD_PAYMENT_HIST |
Promotions, Payments, Authorize Payments, Payment Authorization History |
View payment authorization history for changes that are made to the authorized amount either manually or automatically by the Accrual and Financial Update process (TD_FINUP). |
Searching for Promotional Activity That
Requires Payment Authorization
Access the Payment Search page (Promotions, Payments, Authorize Payments, Payment Search).
Search Criteria
|
Search |
Click this button to display the promotional activities in the Promotions group box that match the search criteria. For example, you might enter a customer ID and select the Include Closed Promotions check box. In this case, the search will retrieve promotions with a status of Customer Approved and Closed and allowances with a status of Approved and Closed for the specified customer ID. |
General Tab
|
Action |
Select a payment action. Values are: Authorize: Marks the promotional activity as authorized when the authorized amount was previously entered on the Payment Authorization page. Note. This action is not available if the PeopleSoft Approval Framework is activated for payment authorizations on the Promotions Options - General Options page. Claims: Displays the Claim Entry page, where you can enter claims for promotional activity that has been authorized for payment. Exception: Displays the Payment Exception page, where you can enter payment exceptions for the authorized amount. History: Displays the Payment Authorization History page, where you can view payment history. Maintain: Displays the Payment Authorization page, where you can document the proof of performance, enter an authorized amount, and authorize a payment. |
Note. A national allowance that has not yet been maintained in the Payment Authorization component or authorized by the Accrual and Financial Update process will not be displayed in the Promotions group box. If the environment is not set up to automatically authorize payments for national allowances, the first time that you authorize a payment for a national allowance, select a payment action of Maintain on the blank record in the Promotions area of the page. Then, on the Payment Authorization page, indicate the customer ID, promotion code, and merchandising/adjustment type for the national allowance that you are maintaining and save the page. The next time you need to maintain this national allowance, it will be displayed in the Promotions group box if valid search criteria is selected.
Entering Payment Authorizations
Access the Payment Authorization page (Promotions, Payments, Authorize Payments, Payment Authorization).
Note. When authorizing the first payment for a national allowance, you must enter the customer ID, promotion code, and merchandising/adjustment type, if they do not appear. If you select a record with a promotion code, merchandising/adjustment type, and customer ID on the Payment Search page, the system enters those values on the Payment Authorization page for you.
|
Submit |
(Optional) Click the Submit button to initiate the PeopleSoft Approval Framework for payment authorizations. If you select submit, the first approvers on the workflow approval list will be notified. Note. This button is only available if you activate the For Payments check box on the Promotions Options - General Options page. |
|
Approve, Deny, and Pushback |
(Optional) Click the Approve, Deny, or Pushback button, to route payment authorizations to the next approver, the previous approver, or back to the initiator to take action on the workflow notification message. Note. You must have previous approvers on the workflow approval list for the Pushback button to display. Note. These buttons are only available if you activate the For Payments check box on the Promotions Options - General Options page and the originator selected the Submit button. |
Performance
|
|
Click the Launch File button to view the attached performance documentation. |
Authorization
|
Authorized Amt (authorized amount) |
Enter the authorized amount; use the base currency that you entered on the Promotions Options - General Options page. You cannot update the authorized amount once the status changes to Authorized. To update the authorized amount after the status changes to Authorized, create a payment exception by selecting a payment action of Exception on the Payment Search page. |
|
Incurred Liability |
Indicates the incurred liability amount as of the last run of the Accrual and Financial Update process. |
|
Returned Amount |
Displays the returned amount for the promotional discounts associated with returned material authorizations. Use this field to help determine the correct amount to authorize for the promotional activity, or to determine if a chargeback claim is necessary. |
See Also
Defining Promotions Management Options
Approving Payment Authorizations
Updating Financial Information in PeopleSoft Promotions Management
Defining Additional Common Information
Preparing to Dispatch by Fax and Email
Entering Payment Exceptions
Access the Payment Exceptions page (Promotions, Payments, Authorize Payments, Payment Exceptions).
You might need to create a payment exception for an authorized payment amount when:
A customer performs the promotional activity above or below expectations
You have unplanned payments for promotional activities.
A customer returns goods associated with promotional activity.
If a payment exception is less than the planned amount for the promotional activity, no additional approval is required before you can enter any claims against the exception amount.
If a payment exception is greater than the amount that is planned for the promotional activity, enter a fund code and the authorized amount for the fund code. An authorized user must then approve the exception before you can enter any claims against the exception amount.
Payment Exception
|
Exception Amount |
Enter the amount of the exception; use the base currency that you entered on the Promotions Options - General Options page. The system adds the exception amount to the payment authorization amount if you enter a positive amount, and the system subtracts the exception amount from the payment authorization amount if you enter a negative amount. |
Creating Customer Claims for a Specific
Customer, Promotion Code, and Merchandising or Adjustment Type
Access the Claim Entry page (Promotions, Payments, Authorize Payments, Claim Entry).
|
Submit |
(Optional) Click the Submit button to initiate the workflow approval process for customer claims. If you select submit, the first approvers on the workflow approval list will be notified. Note. This button is only available if you activate the For Claims check box on the Promotions Options - General Options page. |
|
Approve, Deny, and Pushback |
(Optional) Click the Approve, Deny, or Pushback button, to route customer claims to the next approver, the previous approver, or back to the initiator to take action on the workflow notification message. Note. You must have previous approvers on the workflow approval list for the Pushback button to display. Note. These button are only available if you activate the For Claims check box on the Promotions Options - General Options page and the originator clicks the Submit button. |
Depending on the payment method, complete these fields as follows:
If you select a payment method of Check or Field Draft, link the customer ID to a vendor ID using the Vendor Information - Identifying Information page under the Additional ID Numbers section.
Optionally select an alternate pay to customer. The alternate pay to customer value appears by default from the Create Customer-Specific Promo - Merchandising Activities page or the Create Multiple Customer Promo - Merchandising Activities page, but you can override the value here. If you enter an alternate pay to customer, the payment will be sent to this customer instead of the customer for which the promotion was created.
If you select a payment method of Deduction, Credit Memo, or Chargeback, select the Bill To Customer who receives the credit or invoice. The system displays the bill to customer associated with the promotion customer ID by default, but you can override the value here.
If you select a payment method of Field Draft, enter a bank code, bank account, and check number.
The bank code and bank account values appear by default from the User Preferences - Promotions Management page, but you can override them here.
If you select a payment method of Chargeback, you can also enter an RMA number to which you want to associate the chargeback claim.
See Also
Entering Vendor Identifying Information
Defining Customer Claims
This section discusses how to define a customer claim for a single customer and multiple merchandising activities at once.
Page Used to Define a Customer Claim|
Page Name |
Definition Name |
Navigation |
Usage |
|
TD_CLAIMS_CUST |
Promotions, Payments, Create Customer Claim, Customer Claims |
Create claims against authorized amounts for all of a specified customer's promotional activities. (Optional) Click the Submit button to initiate the workflow approval process for customer claims. (Optional) Click the Approve button to review and approve customer claims. (Optional) Click the Deny button to reject the customer claim and notify the originator. (Optional) Click the Pushback button to return the customer claim to the previous approver on the workflow approval list. |
Defining a Customer Claim
Access the Customer Claims page (Promotions, Payments, Create Customer Claim, Customer Claims).
|
Submit |
(Optional) Click the Submit button to initiate the PeopleSoft Approval Framework for customer claims. If you select submit, the first approvers on the workflow approval list will be notified. Note. This button is only available if you activate the For Claims check box on the Promotions Options - General Options page. |
|
Approve, Deny, and Pushback |
(Optional) Click the Approve, Deny, or Pushback button, to route customer claims to the next approver, the previous approver, or to the initiator to take action on the workflow notification message. Note. You must have previous approvers on the workflow approval list for the Pushback button to display. Note. These buttons are only available if you activate the For Claims check box on the Promotions Options - General Options page and the originator selected the Submit button. |
Depending on the payment method, complete these fields as follows:
If you select a payment method of Check or Field Draft, link the customer ID to a vendor ID using the Vendor Information - Identifying Information page under the Additional ID Numbers section.
Optionally select an alternate pay to customer. If you enter an alternate pay to customer, the payment will be sent to this customer instead of the customer for which the promotion was created.
If you select a payment method of Deduction, Credit Memo, or Chargeback, select the bill to customer who receives the credit or invoice.
If you select a payment method of Field Draft, enter a bank code, bank account, and check number. The bank code and bank account values appear by default from the User Preferences - Promotions Management page, but you can override them here.
If you select a payment method of Chargeback, you can also enter an RMA number to which you want to associate the chargeback claim.
See Also
Entering Vendor Identifying Information
Processing Claims for Payment
This section discusses how to run the Promotions Management Payment Load process (TD_PAYMENTS).
Page Used to Process Claims for Payment|
Page Name |
Definition Name |
Navigation |
Usage |
|
TD_RUN_PAYMENTS |
Promotions, Payments, Send Claims to Billing and AP, Payments Load |
Initiate the Promotions Management application engine process (TD_PAYMENTS), which loads the credit memo, deduction, and chargeback payments into the Billing system and the check and field draft payments into the Payables system for the promotional activity. |
Running the Promotions Management Payment
Load Application Engine Process
Access the Payments Load page (Promotions, Payments, Send Claims to Billing and AP, Payments Load).
|
Run Option |
Select the run option for this process. Values are: By Claim Number: Enter the setID and claim number to process. By Customer ID: Enter the setID and customer ID to process. By SetID Only: Enter the setID to process. |
Note. You do not need to run the Promotions Management Payments Load process if Billing and Payables are not installed on the system.
See Also
Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler
Generating Accrual Transactions for Incurred
Liability
This section discusses how to:
Generate accrual entries.
Post accrual entries to General Ledger.
View general ledger accrual entries.
Pages Used to Generate Accrual Transactions
for Incurred Liability|
Page Name |
Definition Name |
Navigation |
Usage |
|
TD_FINUP_RQST |
Promotions, Payments, Run Accrual/Financial Updates, Accrual and Financial Update |
Accrue budgeted amounts for a fund, update checkbook information, automatically authorize promotional payments, generate general ledger accrual transactions, or notify users about situations that might require chargeback claims to be entered. |
|
|
JRNL_GEN_REQUEST |
General Ledger, Journals, Subsystem Journals, Generate Journals, Generate Journals Request |
Initiate journal generator processing to post accrual transactions to General Ledger. |
|
|
TD_GL_DRILL |
Promotions, Payments, Review Payment Information, GL Accruals, GL Accruals |
View Promotions Management accrual transactions that are posted to General Ledger. |
Generating Accrual Entries
Access the Accrual and Financial Update page (Promotions, Payments, Run Accrual/Financial Updates, Accrual and Financial Update).
See Updating Financial Information in PeopleSoft Promotions Management.
Posting Accrual Entries to PeopleSoft General
Ledger
Access the Generate Journals Request page (General Ledger, Journals, Subsystem Journals, Generate Journals, Generate Journals Request).
See Updating Financial Information in PeopleSoft Promotions Management.
Viewing General Ledger Accrual Entries
Access the GL Accruals inquiry page (Promotions, Payments, Review Payment Information, GL Accruals, GL Accruals).
|
GL Journal |
Click this link to access the Journal Lines page in the Review Journal Status component in General Ledger. |
The system displays the General Ledger business unit, journal, date, ledger, ledger line, line description, ChartField values (account, alternate account, operating unit, fund code, department, program code, class field, budget reference, product, project, ChartField 1, ChartField 2, ChartField 3, affiliate, fund affiliate, and operating unit affiliate), base credit amount, base debit amount, transaction credit amount, transaction debit amount, and statistical amount for the selected GL journal ID.
For each accrual transaction, the system displays the setID, promotion code, promotion description, merch/adjust type, customer ID, customer name, accounting date, monetary amount, and foreign amount.
See Also
Viewing Customer Claims
This section discusses how to view customer claims.
Pages Used to View Customer Claims|
Page Name |
Definition Name |
Navigation |
Usage |
|
TD_PAYMENT_CUST |
Promotions, Payments, Review Payment Information, Customer Claims |
View promotion claims by customer ID or customer ID and claim ID or customer ID and promotion code, or customer ID, promotion code and merch/adjust type. |
|
|
VCHR_BATCHERR_PG |
Click a Voucher Build Error Detail link (red square) on the Export Information tab of the Customer Claims page. |
View errors from the Voucher Build process. Note. Information appears on this page if you encounter errors during the Voucher Build process (AP_VCHRBLD) for claims passed to Payables by the Promotions Management Payments Load process. |
|
|
TD_BILL_INTFC_ERR |
Click the Billing Interface Error link (red square) on the Export Information tab of the Customer Claims page. |
View errors from the Billing Interface process. Note. Information appears on this page if you encounter errors during the Billing Interface process for claims that are passed to Billing by the Promotions Management Payments Load process. |
Viewing Customer Claims
Access the Customer Claims inquiry page (Promotions, Payments, Review Payment Information, Customer Claims).
Search Criteria
|
Currency |
The base currency that is entered on the Promotions Options - General Options page appears by default in the Currency field. All of the amounts appear in that currency. You can select a different currency. |
Export Information Tab
The system displays the export status, voucher build error link, voucher ID, voucher line, billing interface error link, interface ID, interface line, and RMA number for each promotional claim.
If there is a voucher build error or billing interface error, the system displays a red square; otherwise, nothing appears. Click the red square link to display the error details. When you click a red square link in the Batch Vchr Error (batch voucher error) column, the Voucher Build Error Detail page appears. When you click a red square link in the Bill Intf Error (billing interface error) column, the Billing Interface Errors page appears. Use these pages to review errors and make corrections as necessary.
|
Export Status |
Values include: Not Yet Processed: The claim is waiting to be processed by the Payments Load process. Export Complete: The Payments Load process has successfully processed the claim. Error: An error was encountered in the Payments Load process for this claim. |
See Also
Defining Promotions Management Options
Processing Billing Interface Activity
Correcting Billing Interface Process Errors
