Interagency transactions are transfers between federal agencies for which the Department of Treasury disburses payments. Oracle U.S. Federal Financials provides the SF 1080 Voucher for Transfers Between Appropriations and/or Funds document, the SF 1081 Voucher and Schedule of Withdrawals and Credits document, and the Interagency Transfers window to allow agencies to process these transactions.
The Interagency Transfers window stores interagency transfer information for the billing agency and the customer agency to ensure proper reporting on the FMS Form 224 report or the FMS Form 1219 and 1220 reports.
The SF 1080 Voucher for Transfers Between Appropriations and/or Funds is used as a charge document and disbursement voucher by billing and customer agencies to process transactions between two or more appropriation, fund, or receipt accounts when the Department of Treasury does not disburse payments for at least one of the agencies.
The SF 1081 Voucher and Schedule of Withdrawals and Credits is used as a combined billing and payment document by billing and customer agencies to process transactions between two or more appropriation, fund, or receipt accounts when the Department of Treasury disburses payments for both agencies. The SF 1081 Voucher and Schedule of Withdrawals and Credits transfers payments between two agencies using a paper invoice.
IPAC is a government-owned internet application that performs intra-governmental funds transfers. The Department of Treasury’s IPAC application enables users to enter transactions online or through bulk file transmission. Oracle U.S. Federal Financials produces an IPAC bulk file for Accounts Receivable transactions when generating bills to other federal agencies. Bulk file transmission includes building a file from the user’s accounting systems and transmitting the file to the Department of Treasury through the IPAC application.
The IPAC Transaction Selection process selects all invoice transactions for reporting on the IPAC Bulk File. The IPAC Transaction Summary window displays all the transactions selected by the IPAC Transaction Selection process. In this window, users can exclude certain transactions from the final processing of the IPAC Bulk File layout and refer back to previous transactions reported to the Department of Treasury through the FMS IPAC system.
The IPAC Transaction Selection process also generates the IPAC Transaction Detail Report and the IPAC Exception Report. The IPAC Transaction Detail Report, described in the IPAC Transaction Detail Report Description table, lists the transactions selected from the IPAC Transaction Selection Process. The IPAC Exception Report, described in the IPAC Disbursement Exception Report Description table lists discrepancies in reporting requirements that include missing required fields.
In addition to IPAC billing, an agency can upload IPAC disbursement transactions generated by another agency. The receiving agency downloads the IPAC Transaction Report in CSV format and saves it in a directory in the Oracle Application. This directory is determined when you set up the FV: Download Treasury Files Directory profile option.
The agency runs the Upload IPAC Disbursement concurrent process that performs these tasks:
Delineates disbursement records
Edits Purchase Order Number to determine if it is valid
An Exception report is produced for those records that have invalid purchase order numbers, invalid line numbers, inactive purchase order numbers, purchase orders closed, and recurring invoices cannot be determined.
Extracts the fields from Treasury’s IPAC file and inputs the records into the Payables Open Interface tables
Automatically validates and approves invoices that have passed pre-edits or have not been placed on hold
Automatically creates a payment process request
Automatically updates the Interagency Transfers window for those invoices approved and paid
The agency continues to process the transactions using the Oracle Public Sector Payables Open Interface. If any transactions fail edits in the interface, the customer agency must manually correct those items.
The Upload IPAC Disbursement process automatically updates the FV_Interagency_Funds table or the customer agency must update the Interagency Transfers window manually for the invoices created.
The Upload IPAC Disbursement process generates these reports:
IPAC Disbursement Exception Report as described in the IPAC Disbursement Exception Report Description table
Invoice Approval and Payment Output Report as described in the Invoice Approval and Payment Output Report table
Related Topics
FMS Form 224 Statement of Transactions Process
FMS Form 224 Statement of Transactions Report Procedures
FMS Form 1219/1220 Report Procedures
Interagency Billing and Payment for SF 1080 Transactions Diagram
Interagency Transactions Process for SF 1080
Interagency Billing and Payment for SF 1081 Transactions Diagram
Interagency Transactions Process for SF 1081
Interagency Billing and Payment for IPAC Transactions Diagram
IPAC Bulk File and Automatic Receipt Creation Process Diagram
Interagency Transaction Process for IPAC Transactions
IPAC Disbursement Process Diagram
IPAC Disbursement Process for Transactions
Interagency Transaction Processes
Payables Open Interface Tables, Oracle Payables User Guide
Access to Receivables is required for the billing agency to set up customers and perform receivables activities.
Access to Payables is required for the customer agency to enter invoices and process payments associated with interagency transactions.
The billing agency must set up the customer agency using the Receivables Customers window, assigning a primary bank account with the customer ALC for the billing location in the Customer Addresses window.
The Customer Class must be defined as FEDERAL for customers to be selected for the IPAC bulk file.
The Receiver Department Code must be defined for federal customers in the Trading Partner descriptive flexfield of the Customers window for the IPAC bulk file.
The Agency Address must be provided in the Define Federal Options window to appear on the SF 1080 Voucher for Transfers Between Appropriations and/or Funds. Select the default ALC check box to designate that the ALC is to be used as the default on the SF 1081 Voucher and Schedule of Withdrawals and Credits documents. The Interagency Paygroup must be provided for interagency transactions to appear correctly on the customer agency's FMS Form 224 report or the FMS Form 1219 and 1220 reports.
The payment method must be entered in the Paying Customer tab of the Transactions window in Receivables to indicate the ALC other than the default ALC or when the default ALC is not used for the SF 1081 Voucher and Schedule of Withdrawals and Credits document or the IPAC bulk file.
Fund information must be provided for each applicable fund in the Define Appropriation Parameters window. The Department of Treasury Symbol is displayed in the Billing Agency Section of the SF 1081 Voucher and Schedule of Withdrawals and Credits as the Appropriation, Fund, or Receipt Symbol.
The billing agency should define Transaction Types or Profile Classes to restrict the printing of the SF 1081 Voucher and Schedule of Withdrawals and Credits and the SF 1080 Voucher for Transfers Between Appropriations and/or Funds invoices and to be used in the selection criteria for IPAC transactions.
The Disbursing Office (DO) code must be entered in the Alternate Name field in the Remit-To-Addresses window in Receivables for the IPAC bulk file.
A purchase order must be created for the IPAC transaction disbursement, and the agency must communicate the purchase order number and line number to the agency generating the IPAC transaction in the following format:
PO #/Line #
The directory for downloading the IPAC Transaction Report file must be set up using the FV: Download Treasury Files Directory profile option.
To setup the download directory for the IPAC Transaction Report file, see: Specify Profile Options,Oracle U.S. Federal Financials Implementation Guide
The profile option AP: Use Invoice Batch Controls must be set to Yes at the responsibility level.
To setup the AP: Use Invoice Batch Controls profile option, see: Specify Profile Options,Oracle U.S. Federal Financials Implementation Guide
The Load Federal Financials Seed Data process must be run to seed Payables lookups for the IPAC Disbursement process.
If creating a recurring invoice for IPAC disbursements, the payment method must be clearing and the Pay Group should be the same Pay Group defined in the Federal Options window, Interagency Tab.
Set up a document name with a Clearing payment method for the bank account that is to be used for IPAC disbursements.
Related Topics
Federal Seed Data Setup,Oracle U.S. Federal Financials Implementation Guide
Define Customers,Oracle U.S. Federal Financials Implementation Guide
Federal Options Setup,Oracle U.S. Federal Financials Implementation Guide
Appropriation Parameters Setup,Oracle U.S. Federal Financials Implementation Guide
Oracle U.S. Federal Financials Setup Steps,Oracle U.S. Federal Financials Implementation Guide
Entering Transactions, Oracle Receivables User Guide
Overview of Purchase Orders, Oracle Purchasing User Guide
These procedures are used to print SF 1080 Voucher for Transfers Between Appropriations and/or Funds:
To print the new SF 1080 Voucher for Transfers Between Appropriations and/or Funds Invoices:
Note: This procedure is only performed by the billing agency.
Navigate to the Submit Request window.
In the Name field, select Invoice Print New SF 1080.
In the Operating Unit field, select an operating unit.
In the Order By field, select the sort field.
In the Transaction Class field, select a transaction class.
In the Transaction Type field, select a transaction type.
In the Transaction Number Low and Transaction Number High fields, enter the low and high transaction numbers
In the Print Date Low and Print Date High fields, enter the beginning and ending dates of the invoices to be printed.
In the Customer Profile Class field, select a customer profile class.
Note: Select the customer profile class established for customers that should receive SF 1080 invoices if Customer Profile Class is used to restrict the printing of SF 1080 invoices.
In the Open Invoices Only field, select either Yes or No.
In the Office Charged field, enter the name of the accounting classification of the office charged.
To print selected SF 1080 Voucher for Transfers Between Appropriations and/or Funds invoices:
Note: This procedure is only performed by the billing agency.
Navigate to the Submit Requests window.
In the Name field, select Invoice Print Selected SF 1080.
In the Operating Unit field, enter an operating unit.
In the Order By field, enter the sort field.
In the Transaction Class field, select a transaction class.
In the Transaction Type field, select a transaction type.
Note: Select the transaction type established for SF 1080 invoices if transaction type is used to restrict the printing of SF 1080 invoices.
In the Transaction Number Low and Transaction Number High fields, enter the beginning and ending numbers of the invoices to be printed.
In the Print Date Low and Print Date High fields, enter the beginning and ending dates of the invoices to be printed.
In the Customer Profile Class field, select a customer profile class.
Note: Select the customer profile class established for customers who receive SF 1080 invoices if Customer Profile Class is used to restrict the printing of SF 1080 invoices.
In the Customer Class field, select a customer class.
In the Customer field, select a customer.
In the Open Invoices Only field, select either Yes or No.
In the Office Charged field, enter the name of the accounting classification of the office charged.
To print a batch of SF 1080 Voucher for Transfers Between Appropriations and/or Funds invoices:
Note: This procedure is only performed by the billing agency
Navigate to the Submit Requests window.
In the Name field, select Invoice Print Batch of SF 1080.
In the Operating Unit field, select an operating unit.
In the Order By field, select a sort order or use the default value.
In the Batch field, select a batch.
In the Transaction Class field, select a transaction class.
In the Transaction Type field, select a transaction type.
Note: Select the transaction type established for SF 1080 invoices if transaction type is used to restrict the printing of SF 1080 invoices.
In the Transaction Number Low and Transaction Number High fields, enter the low and high transaction numbers.
In the Print Date Low and Print Date High fields, enter the beginning and ending dates of the invoices to be printed.
In the Customer Profile Class field, select a customer profile class.
Note: Select the customer profile class established for customers who receive SF 1080 invoices if Customer Profile Class is used to restrict the printing of SF 1080 invoices.
In the Customer Class field, select a customer class.
In the Customer field, select a customer.
In the Open Invoices Only field, select Y for Yes or N for No.
In the Office Charged field, enter the name of the accounting classification of the office charged.
Related Topics
Entering Transactions, Oracle Receivales User Guide.
The following table describes the SF 1080 Voucher for Transfers Between Appropriations and/or Funds Document.
| Line | Description | Responsible |
|---|---|---|
| Voucher No. | Voucher number assigned by customer agency | Customer agency |
| Schedule No. | Schedule number assigned by customer agency | Customer agency |
| Department, establishment, bureau, or office receiving funds | Name and address of station receiving funds | Billing agency |
| Bill No. | invoice number | Billing agency |
| Paid By | Stamp designated by customer agency | Customer agency |
| Department, establishment, bureau, or office charged | name and address of station being charged | Billing agency |
| Order No. | Order identifying number | Billing agency |
| Date of Delivery | Date article or services delivered | Billing agency |
| Article or Services | Description of article or services | Billing agency |
| Quantity | Quantity of article or services billed | Billing agency |
| Unit Cost | Cost of article or services | Billing agency |
| Price Per | Unit of measure to define cost | Billing agency |
| Amount | Quantity multiplied by the unit price cost | Billing agency |
| Total | Total of all amounts billed | Billing agency |
| Remittance in payment hereof should be sent to | Remittance name and address of station receiving funds | Billing agency |
| Accounting Classification - Office Receiving Funds | Accounting classification of the bill | Billing agency |
| Certificate of Office Charged | Certification of customer agency | Customer agency |
| Date | Certification date | Customer agency |
| Authorized administrative or certifying officer | Signature of authorized certifying officer | Customer agency |
| Title | Title of certifying officer | Customer agency |
| Accounting Classification - Office Charged | Payable accounting classification | Customer agency |
| Paid by Check No. | Check number | Customer agency |
These procedures are used to print SF 1081 Voucher and Schedule of Withdrawals and Credits:
Note: The SF 1081 printing procedures must only be used to print invoice transactions.
To print the new SF 1081 Voucher and Schedule of Withdrawals and Credits:
Note: This procedure is only performed by the billing agency.
Navigate to the Submit Request window.
In the Name field, select Invoice Print New SF 1081.
In the Operating Unit field, select an operating unit.
In the Transaction Class field, select a transaction class.
In the Transaction Type field, select a transaction type.
Note: Select the transaction type established for SF 1081 invoices if transaction type is used to restrict the printing of SF 1081 invoices.
In the Transaction Number Low and Transaction Number High fields, enter the low and high transaction numbers.
In the Print Date Low and Print Date High fields, enter the beginning and ending dates of the invoices to be printed.
In the Customer Profile Class field, select a customer profile class.
Note: Select the customer profile class established for customers who receive SF 1081 invoices if Customer Profile Class is used to restrict the printing of SF 1081 invoices
In the Customer Class field, select a customer class.
In the Customer field, select a customer.
In the Customer ALC, select the agency location code of the customer agency to be billed.
In the Prepared By field, enter the name of the billing agency’s contact person.
In the Approved By field, enter the name of the person approving the SF 1081 Voucher and Schedule of Withdrawals and Credits.
In the Tel #1 (999-999-9999) field, enter the telephone number of the billing agency’s contact person.
In the Tel #2 (999-999-9999) field, enter the fax number of the billing agency’s contact person.
In the Open Invoices Only field, select either Yes or No.
In the Details of Charges field, enter any additional information up to 100 characters, as shown in the SF 1081 Voucher and Schedule of Withdrawals and Credits Document Descriptiontable.
To print selected SF 1081 Voucher and Schedule of Withdrawals and Credits invoices:
Note: This procedure is performed only by the billing agency.
Navigate to the Submit Request window.
In the Name field, select Invoice Print Selected SF 1081.
In the Operating Unit field, select an operating unit.
In the Transaction Class field, select a transaction class.
In the Transaction Type field, select a transaction type.
Note: Select the transaction type established for SF 1081 invoices if transaction type is used to restrict the printing of SF 1081 invoices.
In the Transaction Number Low and Transaction Number High fields, enter the beginning and ending numbers of the invoices to be printed.
In the Print Date Low and Print Date High fields, enter the beginning and ending dates of the invoices to be printed.
In the Customer Profile Class field, select a customer profile class.
Note: Select the customer profile class established for customers who receive SF 1081 invoices if Customer Profile Class is used to restrict the printing of SF 1081 invoices
In the Customer Class field, select a customer class.
In the Customer field, select a customer.
In the Customer ALC field, select the agency location code of the customer agency to be billed.
In the Prepared By field, enter the name of the billing agency’s contact person.
In the Approved By field, enter the name of the person approving the SF 1081 Voucher and Schedule of Withdrawals and Credits.
In the Tel #1 (999-999-9999) field, enter the telephone number of the billing agency’s contact person.
In the Tel #2 (999-999-9999) field, enter the fax number of the billing agency’s contact person.
In the Open Invoices Only field, select either Yes or No.
In the Details of Charges field, enter any additional information up to 100 characters, as shown in theSF 1081 Voucher and Schedule of Withdrawals and Credits Document Description table.
To print a batch of SF 1081 Voucher and Schedule of Withdrawals and Credits invoices:
Note: This procedure is performed only by the billing agency.
Navigate to the Submit Request window.
In the Name field, select Invoice Print Batch SF 1081.
In the Operating Unit field, select an operating unit.
In the Batch field, select a batch.
In the Transaction Class field, select a transaction class.
In the Transaction Type field, select a transaction type.
Note: Select the transaction type established for SF 1081 invoices if transaction type is used to restrict the printing of SF 1081 invoices.
In the Transaction Number Low and Transaction Number High fields, enter the beginning and ending numbers of the invoices to be printed.
In the Print Date Low and Print Date High fields, enter the beginning and ending dates of the invoices to be printed.
In the Customer Profile Class field, select a customer profile class.
Note: Select the profile class established for customers that should receive SF 1080 invoices if profile class is used to restrict the printing of SF 1081 invoices.
In the Prepared By field, enter the name of the billing agency’s contact person.
In the Approved By field, enter the name of the person approving the SF 1081 Voucher and Schedule of Withdrawals and Credits.
In the Tel #1 (999-999-9999) field, enter the telephone number of the billing agency’s contact person.
In the Tel #2 (999-999-9999) field, enter the fax number of the billing agency’s contact person.
In the Open Invoices Only field, select either Yes or No.
The following table describes the header section of the SF 1081 Voucher and Schedule of Withdrawals and Credits document.
| Line | Description | Responsible |
|---|---|---|
| Charge and Credit Will be Reported on Customer Agency Statement of Transactions for Accounting Period Ending | Accounting month in which transaction is reported by customer agency; accomplish date | Customer agency |
| Transaction Date | Document preparation date | Billing agency |
| Document No. | Document identifying number | Billing agency |
The following table describes the SF 1081 Voucher and Schedule of Withdrawals and Credits document, Customer Agency.
| Line | Description | Responsible |
|---|---|---|
| Agency Location Code | ALC of accounting station being billed | Billing agency |
| Voucher No. | Voucher number assigned by customer agency | Customer agency |
| Department | Name of station being billed | Billing agency |
| Bureau | Bureau name of station being billed | Billing agency |
| Address | Address of station being billed | Billing agency |
| Appropriation, Fund, or Receipt Symbol | Accounting classification charged | Customer agency |
| Amount | Amount adjusted or billed to | Customer agency |
| Total | Total of all amounts billed | Customer agency |
The following table describes the SF 1081 Voucher and Schedule of Withdrawals and Credits document, Billing Agency.
| Line | Description | Responsible |
|---|---|---|
| Agency Location Code | ALC of accounting station to receive credit | Billing agency |
| Voucher No. | Voucher number assigned by billing agency | Billing agency |
| Department | Name of station to receive credit | Billing agency |
| Bureau | Bureau name of station to receive credit | Billing agency |
| Address | Address of station to receive credit | Billing agency |
| Appropriation, Fund, or Receipt Symbol | Accounting classification adjusted, billed, or credited | Billing agency |
| Amount | Amount adjusted, billed, or credited | Billing agency |
| Total | Total of all amounts billed | Billing agency |
| Details of Charges or Reference to Attached Supporting Documents | Details or reasons for billing; if applicable, list of supporting documents or vouchers | Billing agency |
The following table describes the SF 1081 Voucher and Schedule of Withdrawals and Credits document, Billing Agency Contact.
| Line | Description | Responsible |
|---|---|---|
| Prepared By | Person preparing SF 1081 | Billing agency |
| Approved By | Person approving SF 1081 | Billing agency |
| Telephone No. | Telephone number of person approving SF 1081 | Billing agency |
| Certification of Customer Office | Certification by customer agency | Customer agency |
To initiate the IPAC transaction selection process:
Note: This procedure is required only for the billing agency.
Navigate to the Submit Requests window.
In the Name field, select IPAC Transaction Selection.
In the Operating Unit field, select an operating unit.
In the Profile Class field, optionally select the profile class.
In the Customer Category field, optionally select the customer category.
In the Customer field, optionally enter the customer.
In the Transaction Type field, optionally select the transaction type.
In the Transaction Date Low field and the Transaction Date High field, optionally enter the beginning and ending dates of the transactions to be selected.
In the Contact Telephone Number field, enter the telephone number.
To view and exclude transactions selected by the IPAC Transaction Selection Process, navigate to the IPAC Transaction Summary window.
The following table describes selected fields on the IPAC Transaction Summary window.
| Field Name | Description |
|---|---|
| Operating Unit | Operating unit of the record.
Note: The list of values include operating units assigned to the MO: Security profile. |
| ALC | Unique agency identifier for treasury; billing agency location code
Note: The ALC is determined by IPAC Bulk File and Automatic Receipt Creation process from the bank account assigned to the Receipt Method parameter. |
| Exclude | If selected, record is not included on the IPAC Bulk File
Note: If the Processed check box is selected, the Exclude check box cannot be updated. |
| Processed | If selected, indicates successful completion of IPAC Bulk File process
Note: If selected, the Exclude check box cannot be updated. |
| Accounted | If selected, indicates successful creation of accounting for the receipt |
| Date Processed | Derived from system date and populated upon successful completion of IPAC Billing Data upload program |
The following table describes IPAC Transaction Detail Report, Header section.
| Column | Description |
|---|---|
| Header Section | Ledger, organization name, report date, page number, customer, customer category, transaction type, profile class, high and low transaction dates, and Contact telephone number. |
| Sender DO Symbol | Disbursing office symbol for sending the agency location code |
| Customer ALC | Customer agency location code |
The following table describes IPAC Transaction Detail Report, Customer Name section.
| Column | Description |
|---|---|
| Trans Set | Transaction set identifier |
| Invoice No. | Invoice number |
| Invoice Date | Invoice date |
| DPR CD | Receiver department code |
| OBL DCM No. | Obligating document number |
| Pay Flag | Pay flag. Constant is F for final. |
| PO No. | Purchase order number |
| Qty | Quantity |
| Unit Issue | Unit of issue |
| Unit Price | Unit price |
| Amount | Transaction amount |
| Sender Appr | Sender appropriation |
The following table describes the IPAC Exception report.
| Column | Description |
|---|---|
| Header Section | Ledger, organization name, report date, page number |
| Sender DO Symbol not found in Remit-To Alt Name field | Sender disbursing office symbol code not found in the Remit-To Alternate Name field |
| Payment Method not defined for: | Lists transactions that have no Receivables payment method in the Paying Customer Tab of the Transactions window when the default ALC is not selected in the Define Federal Options window. |
| Customer ALC cannot be found for: | Lists customer names for whom customer agency location codes cannot be found |
| Receiver Department Code cannot be found for: | Lists customers names for whom receiver department codes cannot be found |
| Sender Treasury Account Symbol not found for: | Lists transactions numbers, transaction dates, and amounts for which Sender Treasury Account Symbols cannot be found |
| Obligating Number not found for: | Lists transactions numbers, transaction dates, and amounts for which obligating document numbers cannot be found |
| Purchase Order Number not found for: | Lists transactions numbers, transaction dates, and amounts for which purchase order numbers cannot be found |
| Original IPAC Document Number not found for: | Lists transactions numbers, transaction dates, and amounts for which original IPAC document numbers cannot be found |
| Invoice Number not found for: | Lists transaction dates and amounts for which invoice numbers cannot be found |
| Amount not found for: | Lists transactions numbers, transaction dates, and amounts for which amounts cannot be found |
| Quantity not found for: | Lists transactions numbers, transaction dates, line numbers, and amounts for which quantities cannot be found |
| Unit Price not found for: | Lists transactions numbers, transaction dates, line numbers, and amounts for which unit prices cannot be found |
| Unit of Issue not found for: | Lists transactions numbers, transaction dates, line numbers, and amounts for which units of issue cannot be found |
To run the IPAC Bulk File and Automatic Receipt Creation process:
Navigate to the Submit Requests window.
In the Name field, select IPAC Bulk File and Automatic Receipt Creation process.
In the Operating Unit field, select an operating unit.
In the Receipt Method field, select the receipt method.
In the Receipt Date field, enter the receipt date.
In the GL Date field, enter the GL date.
Oracle U.S. Federal Financials provides the data required to create an IPAC data file to be transmitted using the IPAC interface. The IPAC Bulk File for uploading data from the agency to the Department of Treasury’s IPAC application contains these record types:
File Identifier Record
Batch Header IPAC Record
Transaction Header IPAC Record
Transaction Detail IPAC Record
Transaction SGL IPAC Record
The following table describes the IPAC Bulk File Format, File Identifier Record.
| Number | Field Name | Description | Required | Start | End | Length |
|---|---|---|---|---|---|---|
| 1. | File ID | Payment/Collection/Adjustment/SGL Bulk Files (PCA) | Yes | 1 | 7 | Char 07 |
The following table describes the IPAC Bulk File Format, Batch Header Record.
| Number | Field Name | Description | Start | End | Length | |
|---|---|---|---|---|---|---|
| 1. | Record Type | B (Record Type - Batch) | Yes | 1 | 1 | Char 01 |
| 2. | Application ID | Application identifier, IPAC | Yes | 2 | 5 | Char 04 |
| 3. | Total Number of Records | Total number of records in the file including File Identifier, Batch, Header, Detail, SGL and Post SGL records. | Yes | 6 | 13 | Num 06 |
| 4. | File ID Number | Optional unique identification number assigned by the Agency. If used, the suggested format is ALC (8 characters), Date (CCYYMMDD), 3 position sequential number. This number is used by IPAC to identify duplicate transmissions. | No | 14 | 32 | Char 19 |
The following table describes the IPAC Bulk File Format, Payment/Collection Transaction Header.
| Number | Field Name | Description | Start | End | Length | |
|---|---|---|---|---|---|---|
| 1. | Record Type | H (Record Type - Header) | Yes | 1 | 1 | Char 01 |
| 2. | ALC | Agency location code; uniquely identifies reporting or accounting sources; the ALC sending the payment, collection, adjustment, or zero dollar transaction; derived from Agency Location Code field of bank account associated to Receivables payment method | Yes | 2 | 9 | Num 08 |
| 3. | Amount | Summary amount; total of all detail lines for the transaction; sum amounts from all transaction lines for the customer | Yes | 10 | 23 | Num 14.2 |
| 4. | Customer ALC | Customer agency location code; receives the payment, collection, adjustment, or zero dollar transaction; derived from Taxpayer ID Number field in the RA_CUSTOMERS window | Yes | 24 | 31 | Num 08 |
| 5. | Sender DO Symbol | Sender disbursing office symbol for ALC sending the transaction. Use Alt Name field in Remit-To_Address window. | Yes | 32 | 36 | Char 05 |
| 7. | Document Reference Number | Optional field for the sender-generated document reference number for a transaction. This field should only be used by users that do not also enter transactions online. | No | 40 | 47 | Char 08 |
| 8. | Filler | Spaces; blank fill | Yes | 48 | 49 | Char 02 |
The following table describes the IPAC Bulk File, Adjustment Header.
| Number | Field Name | Description | Start | End | Length | |
|---|---|---|---|---|---|---|
| 1. | Record Type | Record type header H | Yes | 1 | 1 | Char 01 |
| 2. | Agency Location Code | Agency location code; uniquely identifies reporting or accounting sources; the ALC sending the payment, collection, adjustment, or zero dollar transaction; derived from Agency Location Code field of bank account associated to Receivables payment method | Yes | 2 | 9 | Num 08 |
| 3. | Amount | Summary amount; total of all detail lines for the transaction; sum amounts from all transaction lines for the customer | Yes | 10 | 23 | Num 14.2 |
| 4. | Customer ALC | Customer agency location code; receives the payment, collection, adjustment, or zero dollar transaction; derived from Taxpayer ID Number field in the RA_CUSTOMERS window | Yes | 24 | 31 | Num 08 |
| 5. | Sender DO Symbol | Sender disbursing office symbol for ALC sending the transaction. Use Alt Name field in Remit-To_Address window. | Yes | 32 | 36 | Char 05 |
| 7. | Original Document Reference Number | Original document reference number; document reference number of the original payment or collection transaction | Yes | 40 | 47 | Char 08 |
| 8. | Filler | Spaces; blank fill | Yes | 48 | 49 | Char 02 |
| 9. | Disbursing Office Symbol | Disbursing office symbol of the sender of the original payment or collection transaction; Use Alt Name field in Remit-To_Address window. | Yes | 50 | 54 | Char 05 |
| 10. | Voucher Number | Optional field for the sender-generated voucher number for a transaction; This field serves as the Document Reference Number for an adjustment and should only be used by users that do not also enter transactions online. | No | 55 | 62 | Char 08 |
| 11. | Filler | Spaces; blank fill | Yes | 63 | 64 | Char 02 |
The following table describes IPAC Bulk File Format, Payment/Collection Transaction Detail Record.
| Number | Field Name | Description | Start | End | Length | |
|---|---|---|---|---|---|---|
| 1. | Record Type | Detail record type; constant D | Yes | 1 | 1 | Char 01 |
| 2. | Accounting Classification Code | ACL/CD: code or number that identifies a project or mission and is supplied to the biller by the customer on the original request for goods or services; blank fill | No | 2 | 17 | Char 16 |
| 3. | Account Classification Reference Number | ACRN identifies a line of account on a contract; blank fill | No | 18 | 29 | Char 12 |
| 4. | Detail Amount | Detail amount; derived from EXTENDED_AMOUNT.RA_CUSTOMER_TRX_LINES | Yes | 30 | 43 | Num 14.2 |
| 5. | Contact Name | Transaction level contact name | No | 44 | 103 | Char 60 |
| 6. | Contact Phone Number | Transaction level contact phone number; username of user running concurrent process; blank fill | No | 104 | 120 | Char 17 |
| 7. | Contract Line Item Number | Contract line item number; blank fill | No | 121 | 126 | Char 06 |
| 8. | Contract Number | Uniquely identifies a contract between two trading partners; blank fill | No | 127 | 143 | Char 17 |
| 9. | Receiver Department Code | Two-digit number identifying the federal government department; derived from the Eliminations Dept DFF field of the customer record in the RA_CUSTOMERS window | Yes | 144 | 145 | Char 02 |
| 10. | Description | Sufficient information to describe and support the transaction. For invoices, use DESCRIPTION from RA_CUSTOMER_TRX_LINES. | No | 146 | 465 | Char 320 |
| 11. | Fiscal Station Number | Fiscal station number; FSN/AAA/ADSN, subdivision of ALC, an accounting station; blank fill | Yes | 466 | 473 | Num 08 |
| 12. | Invoice Number | Identifies number of invoices sent by the biller listing services rendered; Transaction Number from the Customer Invoice window; TRX_NUMBER from the RA_CUSTOMER_TRX table | Yes | 474 | 495 | Char 22 |
| 13. | JAS Number | Combination of job order number, accounting classification record number, and site identifier; blank fill | No | 496 | 525 | Char 30 |
| 14. | Job Number | Job or project number; blank fill | No | 526 | 545 | Char 20 |
| 15. | Miscellaneous Transaction Information | Additional miscellaneous transaction information; blank fill | No | 546 | 865 | Char 320 |
| 16. | Obligating Document Number | Billing agency’s internal accounting document associated with a specific bill or disbursement; Transaction Number from Customer Invoice window; TRX_NUMBER from RA_CUSTOMER_TRX table | Yes | 866 | 882 | Char 17 |
| 17. | Pay Flag | Indicates F for Final, the default, or P for Partial payment; constant F | Yes | 883 | 883 | Char 01 |
| 18. | Purchase Order Number | Document number from the receiving agency requesting goods or services; PURCHASE_ORDER.RA_CUSTOMER_TRX_ALL | Yes | 884 | 905 | Char 22 |
| 19. | Quantity | Number of units to determine total price; quantity from Customer Invoice Line Items region; QUANTITY_INVOICED.RA_CUSTOMER_TRX_LINES | Yes | 906 | 919 | Num 14 |
| 20. | Fiscal Year Obligation Identifier | Indicates C for Current fiscal year obligation, P for Prior fiscal year obligation, or "" for Not applicable | No | 920 | 920 | Char 01 |
| 21. | Receiver Treasury Account Symbol | Also known as an appropriation or fund symbol; account number assigned by Treasury to classify agency transactions; blank fill | No | 921 | 947 | Char 21 |
| 22. | Receiver Business Event Type Code | BETC - identifies the type of event that is recorded against a Treasury Account Symbol and to implement GWA business rules for the posting of events to TAS | No | 948 | 955 | Char 08 |
| 23. | Receiver DUNS Number | DUNS: Dun & Bradstreet Universal Numbering System; unique identifier for individual business locations for federal vendors and federal customers | No | 956 | 964 | Char 09 |
| 24. | Receiver DUNS+4 Number | Identifier that along with the 9 digit DUNS more specifically identifies individual business locations for federal vendors and federal customers | No | 965 | 968 | Char 04 |
| 25. | Requisition Number | Identifies a requisition between two trading partners; identified by the person entering the transaction; blank fill | No | 969 | 983 | Char 15 |
| 26. | Sender Treasury Account Symbol | Also known as an appropriation or fund symbol; account number assigned by Treasury to classify agency transactions; treasury symbol associated with the balancing segment on the transaction distribution line. Balancing segment or fund value must be linked to the Define Appropriation Parameters window to capture the treasury symbol. The CUSTOMER_TRX_LINE_ID of the RA_CUST_TRX_LINE_GL_DIST table is referenced by the CUSTOMER_TRX_LINE_ID of the RA_CUSTOMER_TRX_LINES to determine the CODE_COMBINATION_ID. The CODE_COMBINATION_ID of RA_CUST_TRX_LINE_GL_DIST is used to determine the treasury symbol for the record. | Yes | 984 | 1010 | Char 27 |
| 27. | Sender Business Event Type Code | BETC - identifies the type of event that is recorded against a Treasury Account Symbol and to implement GWA business rules for the posting of events to the TAS | No | 1011 | 1018 | Char 08 |
| 28. | Sender DUNS Number | DUNS: Dun & Bradstreet Universal Numbering System; unique identifier for individual business locations for federal vendors and federal customers | No | 1019 | 1027 | Char 09 |
| 29. | Sender DUNS+4 Number | Identifier that along with the 9 digit DUNS more specifically identifies individual business locations for federal vendors and federal customers | No | 1028 | 1031 | Char 04 |
| 30. | (ACT) Trace Number | Accounting Trace (ACT) number: user-assigned identification number; enables back-end systems to match up transactions; blank fill | No | 1032 | 1046 | Char 15 |
| 31. | Unit of Issue | Units by which goods and services are measured; Unit of Measure from the Customer Invoice Line Items region; UNIT_STANDARD_PRICE.RA_CUSTOMER_TRX_LINES | Yes | 1047 | 1048 | Char 02 |
| 32. | Unit Price | Price per unit, such as product, service, and commodity; list price per unit from Customer Invoice Line Items region; QUANTITY_INVOICED.RA_CUSTOMER_TRX_LINES | Yes | 1049 | 1062 | Num 14.2 |
| 33. | DOD Activity Address Code | DODAAC: Department of Defense activity location; blank fill | No | 1063 | 1077 | Char 15 |
The following table describes IPAC Bulk File Format, Adjustment Detail IPAC Record.
| Number | Field Name | Description | Start | End | Length | |
|---|---|---|---|---|---|---|
| 1. | Record Type | Detail record type; constant D | Yes | 1 | 1 | Char 01 |
| 2. | Detail Amount | Detail amount; derived from EXTENDED_AMOUNT.RA_CUSTOMER_TRX_LINES | Yes | 2 | 15 | Num 14.2 |
| 3. | Contact Name | Transaction level contact name | No | 16 | 75 | Char 60 |
| 4. | Contact Phone Number | Transaction level contact phone number; username of user running concurrent process; blank fill | No | 76 | 92 | Char 17 |
| 5. | Original Line Number | Adjustments only: detail line item number from original transaction | Yes | 93 | 98 | Num 06 |
| 6. | Fiscal Year Obligation Identifier | Indicates C for Current fiscal year obligation, P for Prior fiscal year obligation, or "" for Not applicable | No | 99 | 99 | Char 01 |
| 7. | Sender Treasury Account Symbol | Also known as an appropriation or fund symbol; account number assigned by Treasury to classify agency transactions; treasury symbol associated with the balancing segment on the transaction distribution line. Balancing segment or fund value must be linked to the Define Appropriation Parameters window to capture the treasury symbol. The CUSTOMER_TRX_LINE_ID of the RA_CUST_TRX_LINE_GL_DIST table is referenced by the CUSTOMER_TRX_LINE_ID of the RA_CUSTOMER_TRX_LINES to determine the CODE_COMBINATION_ID. The CODE_COMBINATION_ID of RA_CUST_TRX_LINE_GL_DIST is used to determine the treasury symbol for the record. | Yes | 100 | 126 | Char 27 |
| 8. | Sender Business Event Type Code | BETC - identifies the type of event that is recorded against a Treasury Account Symbol and to implement GWA business rules for the posting of events to the TAS | No | 127 | 134 | Char 08 |
| 9. | Receiver Treasury Account Symbol | Also known as an appropriation or fund symbol; account number assigned by Treasury to classify agency transactions; blank fill | No | 135 | 161 | Char 21 |
| 10. | Receiver Business Event Type Code | BETC - identifies the type of event that is recorded against a Treasury Account Symbol and to implement GWA business rules for the posting of events to TAS | No | 162 | 169 | Char 08 |
| 11. | Description | Sufficient information to describe and support the transaction | No | 170 | 489 | Char 320 |
The following table describes the IPAC Bulk File Format, Transaction SGL Record.
| Number | Field Name | Description | Start | End | Length | |
|---|---|---|---|---|---|---|
| 1. | Record Type | E (Record Type - SGL Record) | Yes | 1 | 1 | Char 01 |
| 2. | SGL Action Flag | A: Add | Yes | 2 | 2 | Char 01 |
| 3. | SGL Account Number | United States Standard General Ledger (US SGL) account number | Yes | 3 | 6 | Num 04 |
| 4. | Sender/Receiver SGL Flag | Indicates S for Sender US SGL Account Information or R for Receiver US SGL Account Information | Yes | 7 | 7 | Char 01 |
| 5. | Federal/ Non-Federal Flag | Federal/Non-Federal indicator; constant F | Yes | 8 | 8 | Char 01 |
| 6. | SGL Amount | SGL amount | Yes | 9 | 22 | Num 14.2 |
| 7. | Debit/Credit Flag | Indicates D for Debit or C for Credit | Yes | 23 | 23 | Char 01 |
This report displays the transactions causing exceptions from the IPAC Bulk file and the automatic receipt creation process. This report displays the exceptions encountered in the process of creating receipts automatically, accounting for the same, and bulk file creation.
This report is an output of the IPAC Bulk File and Automatic Receipt creation concurrent process.
The exceptions can be categorized into the following broad categories:
Agency Location Code (Billing ALC) not defined on Bank account
Customer ALC cannot be found
Unable to create receipts
Receipts created but not accounted
Receipts created and accounted, but error in USSGL accounts
The following table describes the IPAC Bulk File Exception report.
| Column | Description |
|---|---|
| Header Section | Ledger, Organization Name, Date, Page, Currency, Agency Location Code |
| Transaction Number | Invoice number |
| Transaction Date | Invoice date |
| Transaction Amount | Invoice amount |
| Receipt Number | Receipt number, if automatically created from the Invoice. |
| Receipt Date | Receipt date |
| Amount | Receipt amount |
| USSGL Account | The USSGL Account for the receipt |
| Exception | The reason why the transaction failed to be included on the bulk file would be listed here.The following exceptions headings are listed for invoices that could not be included on the bulk file. The transactions are listed under these headings: Agency Location Code (Billing ALC) not defined on Bank account Customer ALC cannot be found Receipt not created Accounting not created Invalid USSGL accounts USSGL Accounts mismatch Missing USSGL accounts |
| Totals | Total |
Navigate to the Submit Requests window.
In the Name field, select Upload IPAC Disbursement.
In the Operating Unit field, select an operating unit.
In the Data File Name field, enter the data file.
Note: This file must be stored in the Application Directory identified by the profile option FV: Download Treasury Files Directory.
In the Agency Location Code field, select an ALC, for the ALC to which the transaction is being charged.
In the Bank Account Name field, enter the bank name..
In the Payment Profile field, select the payment profile.
In the Payment Document field, select the payment document.
The following table describes the IPAC Disbursement Exception report.
| Column | Description |
|---|---|
| Header Section | System date, filename, customer ALC, number of total records for interface, number of records that failed pre-edits |
| Transaction ID | Transaction identifier |
| Originating ALC | Billing agency that uploaded the original transaction to the IPAC system using the bulk file process |
| Detail Line # | Detail line number for each IPAC document reference number |
| Purchase Order # | Purchase order number |
| Invoice Number | Invoice number |
| Detail Amount | Transaction amount |
The following table describes the Invoice Approval and Payment Output report.
| Column | Description |
|---|---|
| Invoice Number Interagency Paygroup | Invoice number for the interagency paygroup |
| Approval Status | Invoice approval status |
| Holds Count | Number of holds on an invoice |
| Payment Status | Invoice payment status |
| Incorrect | Indicates that the payment method is incorrect. The payment method must be Clearing. The Upload IPAC Disbursement process does not include an invoice with another payment method in the payment batch created by the process. |
To enter a SF 1081 transaction for the customer agency:
Navigate to the Interagency Transfers window.
In the Operating Unit field, select the operating unit.
In the Accounts Payable region, enter or select the agency name in the Agency Name field.
In the Invoice Number field, enter or select an Accounts Payable invoice.
In the Billing Agency Fund field, enter the fund, appropriation, or receipt symbol to which funds are to be transferred.
The customer agency can automatically update Payables transactions by running the Update Interagency Transfers process.
To manually enter an IPAC transaction for the customer agency:
Navigate to the Interagency Transfers window.
In the Accounts Payable region, enter or select the agency name in the Agency Name field.
In the Operating Unit field, select the operating unit.
In the Invoice Number field, enter or select an Accounts Payable invoice.
Note: The Billing Agency Fund field is not required for IPAC transactions.
To enter an IPAC Chargeback transaction for the customer agency:
Navigate to the Interagency Transfers window.
In the Accounts Receivable region, enter or select the agency name in the Agency Name field.
In the Operating Unit field, select the operating unit.
In the Receipt Number field, enter or select an Accounts Receivable receipt.
Select Chargeback.
To enter an IPAC Chargeback transaction for the billing agency:
Navigate to the Interagency Transfers window.
In the Accounts Payable region, enter or select the agency name in the Agency Name field.
In the Operating Unit field, select the operating unit.
In the Invoice Number field, enter or select an Accounts Payable Invoice.
Select Chargeback.
Note: The Billing Agency Fund field is not required for an IPAC transaction.
Related Topics
Federal IPAC Disbursement Open Interface in the Integration Repository, http://irep.oracle.com/ .