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 Receivable Selection process selects all invoice transactions for reporting on the IPAC Bulk File. The IPAC AR Transactions Selected window displays all the transactions selected by the IPAC Receivable 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 Receivable Selection process also generates the IPAC Receivable Detail Report and the IPAC Receivable Exception Report. The IPAC Receivable Detail Report, described in the IPAC ReceivableTransaction Detail Report Description table, lists the transactions selected from the IPAC Transaction Selection Process. The IPAC Receivalbe Exception Report, described in the IPAC Receivable Report Description table and lists discrepancies in reporting requirements that include missing required fields.
IPAC Bulk File Creation Process creates bulk file and updates the IPAC Transactions Table for the selected IPAC transactions without exceptions. This process performs the following:
A compare of the Date Selected (and time stamp) for the transactions on the IPAC Transaction table (FV_IPAC_TRX) is made to the Update Date for the AR Transaction. If the Update Date (and time stamp) is greater than the Date Selected (and time stamp), the Held check box on the IPAC Transaction table is selected.
The process:
Creates an IPAC Bulk File that includes IPAC Transaction Table rows that meet the following criteria:
The Held check box on the IPAC Transaction Table row is not selected.
The Exclude check box on the IPAC Transactions Table row is not selected.
The File ID Number on the IPAC Transaction Table row is blank.
Date Selected on the IPAC Transaction Table row is less than the Update Date for the corresponding AR Transaction.
Updates IPAC Transaction table rows that are selected for IPAC Bulk File processing with the IPAC File ID Number on the generated IPAC Bulk File.
Creates an IPAC Receipt Detail report.
Unsuccessfully processed AR Transactions are included on the IPAC Receipt Exception report.
The IPAC Bulk File Cancel Process resets the IPAC bulk filed ID on IPAC Transaction Table records. This process is used when an IPAC file sent to Treasury is rejected. It enables the agency to address the issues that caused the IPAC file to reject and then re-runs the IPAC Bulk File Creation process.
This process reverses a previously generated bulk file prior to collection.
This process is used to generate collection transaction for previously created bulk file and will populate the IPAC Receipts Bulk File History Table as described in the IPAC Receipts Bulk File History Table Data Description table.
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 Import Payment Exception Report as described in the IPAC Import Payment 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 Fund Attributes window. The Department Treasury Account 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
Fund Attributes 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.
Additional Information: 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 Receivable Selection Process:
Note: This procedure is required only for the billing agency.
Navigate to the Submit Requests window.
In the Name field, select IPAC Receivable Selection.
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.
To view and exclude transactions selected by the IPAC Receivable Selection Process, navigate to the IPAC Transaction Selected window.
The following table describes selected fields on the IPAC Transaction Selected 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 |
| Held | Held check box on the IPAC Transaction table will be checked by the IPACBulk file Creation process for Transactions that have been adjusted after selection but before Bulk file creation. This check box is for informational purposes. Transactions that are held will be available for the next IPAC transaction selection. |
| File ID | This field is updated with the File ID generated upon running the IPAC Bulk File. |
The following table displays IPAC Transaction Table columns that are available on the IPAC Transactions Selected window. Data elements can be added or removed via folder functionality.
| Column Name | Type | Updateable |
|---|---|---|
| Operating Unit | Display | No |
| Invoice Number | Display | No |
| Invoice Line | Display | No |
| ALC | Display | No |
| Sender TAS | Display | No |
| Sender BETC | Display | No |
| Trading Partner Name | Display | No |
| Customer ALC | Display | No |
| Receiver TAS | Display | No |
| Receiver BETC | Display | No |
| Receiver BETC Detail Amount | Display | No |
| Exclude | Checkbox | Yes |
| Held | Checkbox | No |
| File ID | Display | No |
| Transaction Set ID | Display | No |
| Sender DO Symbol | Display | No |
| Sender DUNS | Display | No |
| Sender DUNS+4 | Display | No |
| Receiver DUNS | Display | No |
| Receiver DUNS+4 | Display | No |
| Contact Name | Display | No |
| Contact Phone Number | Display | No |
| Description | Display | No |
| Obligating Document | Display | No |
| Pay Flag | Display | No |
| Purchase Order | Display | No |
| Quantity | Display | No |
| Unit of Measure | Display | No |
| Unit Price | Display | No |
| Document Date | Display | No |
| Date Selected | Display | No |
| Bulk File Date | Display | No |
The following table describes IPAC Receivable 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. |
| DO Symbol | Disbursing office symbol for sending the agency location code |
| Customer Name | Customer name |
The following table describes IPAC Receivable Detail Report, Customer Name section.
| Column | Description |
|---|---|
| Invoice No. | Invoice number |
| Invoice Date | Invoice date |
| Pay Flag | Pay flag. Constant is F for final. |
| Purchase Order | Purchase order number |
| Qty | Quantity |
| Unit Issue | Unit of issue |
| Unit Price | Unit price |
| Amount | Transaction amount |
| Sender TAS | Sender Treasury Account Symbol |
| Sender BETC | Sender Business Event Type Code |
| Receiver TAS | Receiver Treasury Account Symbol |
| Receiver BETC | Receiver Business Event Type Code |
The following table describes the IPAC Receivable 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 Creation process:
Navigate to the Submit Requests window.
In the Name field, select IPAC Bulk File Creation process.
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
The following tables describe the IPAC Bulk File Format and File Identifier Record.
| IPAC Bulk File Field | Value | Length | Start Column | End Column | Type | Example | Required by Bulk File | Currently on Bulk File | Modification Required | System Source Path |
|---|---|---|---|---|---|---|---|---|---|---|
| File Id | PCA | 7 | 1 | 7 | A | PCA | X | X | None | Constant 'PCA' |
| IPAC Bulk File Field | Value | Length | Start Column | End Column | Type | Example | Required by Bulk File | Currently on Bulk File | Modification Required | System Source Path |
|---|---|---|---|---|---|---|---|---|---|---|
| Record Type | B | 1 | 1 | 1 | A | B | X | X | None | Constant 'B' |
| Application ID | IPCA | 4 | 2 | 5 | A | IPAC | X | X | None | Constant 'IPAC' |
| Total Number of records | Total number of records in the file, including File Identifier, Batch, Header, Detail, SGL and Post SGL records. | 8 | 6 | 13 | N | 00000014 | X | X | None | Calculate total record count by counting all records on the file. |
| File ID Number | Unique identification number assigned by the Agency. The suggested format is: ALC (8 characters), Date (CCYYMMDD), 3 position sequential number. This number will be used by IPAC to identify duplicate transmissions. | 19 | 14 | 32 | A | 3801074420050224001 | X | Add |
|
| IPAC Bulk File Field | Value | Length | Start Column | End Column | Type | Example | Required by Bulk File | Currently on Bulk File | Modification Required | System Source Path |
|---|---|---|---|---|---|---|---|---|---|---|
| Record Type | “H” (Record Type – Header) | 1 | 1 | 1 | A | H | X | X | None | Constant 'H' |
| ALC | Agency Location Code uniquely identifies the reporting/ accounting source. The ALC sending the Payment or Collection transaction. | 8 | 2 | 9 | N | 38010744 | X | X | None | From IPAC Transaction table, ALC |
| Transaction Total Amount | Total amount of all detail lines for this transaction. Total length of 14 with 2 implied decimals. | 14 | 10 | 23 | N | 00000002000000 | X | X | None | Sum amounts from all transaction lines related to the header record. |
| Customer ALC | Agency Location Code receiving the Payment or Collection transaction. | 8 | 24 | 31 | N | 20080002 | X | X | Modify | From IPAC Transaction table, Customer ALC. |
| Sender DO Symbol | IPAC Disbursing Office Symbol for the ALC sending the transaction. | 5 | 32 | 36 | A | X0444 | X | X | Modify | From IPAC Transaction table, Sender DO Symbol. |
| Transaction Set ID | “810” Collection | 3 | 37 | 39 | A | 810 | X | X | None | Constant '810' for invoices. |
| Document Reference Number | Optional field for the Sender generated Document Reference Number for a transaction | 8 | 40 | 47 | A | None | ||||
| Filler | 2 | 48 | 49 | A | None |
| IPAC Bulk File Field | Value | Length | Start Column | End Column | Type | Example | Required by Bulk File | Currently on Bulk File | Modification Required | System Source Path |
|---|---|---|---|---|---|---|---|---|---|---|
| Record Type | “D” (Record Type – Detail). | 1 | 1 | 1 | A | D | X | X | None | Constant 'D' |
| Accounting Classification Code | ACL/CD – the code/number which identifies a project or mission and is supplied to the biller by the customer on the original request for goods or services. | 16 | 2 | 17 | A | None | ||||
| Account Classification Reference Number | ACRN – identifies a line of accounting on a contract. | 12 | 18 | 29 | A | None | ||||
| Detail Amount | Total length of 14 with 2 implied decimals. | 14 | 30 | 43 | N | 00000002000000 | X | X | None | From IPAC Transaction table, Detail Amount |
| Contact Name | Transaction level Contact Name. | 60 | 44 | 103 | A | Catherine Burns | X | None | From IPAC Transaction table, Contact Name | |
| Contact Phone Number | Transaction level Contact Phone Number | 17 | 104 | 120 | A | 555-555-5555 | X | Modify | From IPAC Transaction table, Contact Phone Number | |
| Contract Line Item Number | CLIN | 6 | 121 | 126 | A | None | ||||
| Contract Number | Unique number used to identify a contract between two trading partners. | 17 | 127 | 143 | A | None | ||||
| Receiver Department Code | 2 digit number identifying the Federal Government Department. | 2 | 144 | 145 | A | X | Modify | No longer be populated, leave blank. | ||
| Description | Sufficient information to describe and support the transaction. | 320 | 146 | 465 | A | Standard number 2 pencils | X | None | From IPAC Transaction table, Description | |
| Fiscal Station Number | FSN/AAA/ADSN – subdivision of ALC, an accounting station. | 8 | 466 | 473 | N | None | ||||
| Invoice Number | Identification number of the invoice sent by the biller listing the services rendered. | 22 | 474 | 495 | A | 28888ABC | X | X | None | From IPAC Transaction table, Invoice |
| JAS Number | Combination of Job Order Number, Accounting Classification Record Number and Site-ID. | 30 | 496 | 525 | A | None | ||||
| Job Number | Job (Project) Number. | 20 | 526 | 545 | A | None | ||||
| Miscellaneous Transaction Information | Additional miscellaneous transaction information. | 320 | 546 | 865 | A | None | ||||
| Obligating Document Number | Billing agency's internal accounting document associated with a specific bill or disbursement. | 17 | 866 | 882 | A | 28888ABC | X | X | None | From IPAC Transaction table, Obligating Document |
| Pay Flag | “F” – Final payment or “P” – Partial payment. | 1 | 883 | 883 | A | P | X | X | None | From IPAC Transaction table, Pay Flag |
| Purchase Order Number | Number of the document from the receiving agency requesting goods or services. | 22 | 884 | 905 | A | PO12345 | X | X | None | From IPAC Transaction table, Purchase Order |
| Quantity | Number of units to determine total price. Total length of 14 with 2 implied decimals. | 14 | 906 | 919 | N | 1 | X | X | None | From IPAC Transaction table, Quantity |
| FY Obligation ID | “C” – Current fiscal year obligation or “P” – Prior fiscal year obligation or “ ” – Not applicable | 1 | 920 | 920 | A | None | ||||
| Receiver Treasury Account Symbol | Also known as an appropriation or fund symbol. Account number assigned by Treasury to classify Agency transactions. Required for agencies trading with ALCs designated as GWA Reporters. This field can contain two different types of TAS formats:
RTAS Type Indicator (field position 27) – is used to identify the type of TAS being sent. Values include: “C” = CGAC - Component TAS Blank = Current STAR String TAS CGAC TAS: The field is parsed into the various components: Position 1 and 2 = SP, Position 3 through 5 = ATA, Position 6 through 8 = AID, Position 9 through12 = BPOA, Position 13 through16 = EPOA, Position 17 = A, Position 18 through 21 = MAIN, Position 22 through 24 = SUB, Position 25 through 26 = blank, Position 27 = C |
27 | 921 | 947 | A | 20101001 | Add | From IPAC Transaction table, Receiver TAS | ||
| Receiver Business Event Type Code | BETC – field used to identify 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. Required for agencies trading with ALCs designated as GWA Reporters. | 8 | 948 | 955 | A | DISB | Add | From IPAC Transaction table, Receiver BETC | ||
| Receiver DUNS Number | DUNS – Dun & Bradstreet Universal Numbering System. Unique identifier for individual business locations for federal vendors and federal customers. Although optional, if this is entered, it will be validated against data IPAC has obtained from FEDReg. | 9 | 956 | 964 | A | 987654321 | Add | From IPAC Transaction table, Receiver DUNS | ||
| Receiver DUNS+4 Number | An identifier, that along with the 9 digit DUNS, more specifically identifies individual business locations for federal vendors and federal customers. | 4 | 965 | 968 | A | 4321 | Add | From IPAC Transaction table, Receiver DUNS+4 | ||
| Requisition Number | Identifies a requisition between two trading partners. Identified by the person entering the transaction. | 15 | 969 | 983 | A | None | ||||
| Sender Treasury Account Symbol | Also known as an appropriation or fund symbol. Account number assigned by Treasury to classify Agency transactions. Required for agencies trading with ALCs designated as GWA Reporters. This field can contain two different types of TAS formats:
STAS Type Indicator (field position 27) – is used to identify the type of TAS being sent. Values include: “C” = CGAC - Component TAS Blank = Current STAR String TAS CGAC TAS: The field is parsed into the various components: Position 1 and 2 = SP, Position 3 through 5 = ATA, Position 6 through 8 = AID, Position 9 through12 = BPOA, Position 13 through16 = EPOA, Position 17 = A , Position 18 through 21 = MAIN, Position 22 through 24 = SUB, Position 25 through 26 = blank, Position 27 = C |
27 | 984 | 1010 | A | 11X0110 | X | X | Modify | From IPAC Transaction table, Sender TAS |
| Sender Business Event Type Code | BETC – field used to identify 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. Required for ALCs designated as GWA Reporters. | 8 | 1011 | 1018 | A | COLL | Add | From IPAC Transaction table, Sender BETC | ||
| Sender DUNS Number | DUNS – Dun & Bradstreet Universal Numbering System. Unique identifier for individual business locations for federal vendors and federal customers. Although optional, if this is entered, it will be validated against data IPAC has obtained from FEDReg. | 9 | 1019 | 1027 | A | Add | From IPAC Transaction table, Sender DUNS | |||
| Sender DUNS+4 Number | An identifier, that along with the 9 digit DUNS, more specifically identifies individual business locations for federal vendors and federal customers. Although optional, if this is entered, it will be validated against data IPAC has obtained from FEDReg. | 4 | 1028 | 1031 | A | Add | From IPAC Transaction table, Sender DUN+4 | |||
| (ACT) Trace Number | Accounting Trace (ACT) Number – user assigned identification number. Enables back end systems to match up transactions. | 15 | 1032 | 1046 | A | None | ||||
| Unit of Issue | Units by which goods and services are measured. | 2 | 1047 | 1048 | A | EA | X | X | None | From IPAC Transaction table, Unit of Issue |
| Unit Price | Price per unit of product, service, commodity, etc. Total length of 14 with 2 implied decimals. | 14 | 1049 | 1062 | N | 00000002000000 | X | X | None | From IPAC Transaction table, Unit Price |
| DOD Activity Address Code | DODAAC – identifies a Department of Defense activity location. Although optional, if this is entered, it will be validated against data IPAC has obtained from FEDReg. | 15 | 1063 | 1077 | A | None |
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 Receipt 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 |
To reverse a bulk file:
Navigate to the Submit Requests window.
In the Name field, select IPAC Bulk File Cancel.
IPAC File ID to be reversed.
Note: Bulk files for which receipts have been created cannot be reversed using this process.
To generate receipts for a bulk file:
Navigate to the Submit Requests window.
In the Name field, select I IPAC Receipts Creation Process.
Optionally enter IPAC File ID.
Enter Receipt Method.
Optionally enter Receipt Date.
Optionally enter GL Date (will default to current date if left blank).
Receivable Transaction successfully processed by the IPAC Receipt Creation process will be deleted from the IPAC Transaction Table and be written to the IPAC Bulk File History Table.
The following data is written to the IPAC Transaction History table for IPAC Transaction table rows processed by the IPAC Receipt Creation process:
| Element Name | Source |
|---|---|
| Transaction Set ID | From IPAC Transaction Table |
| File ID Number | From IPAC Transaction Table |
| Operating Unit | From IPAC Transaction Table |
| Invoice Number | From IPAC Transaction Table |
| Invoice Line Number | From IPAC Transaction Table |
| ALC | From IPAC Transaction Table |
| Sender TAS | From IPAC Transaction Table |
| Sender BETC | From IPAC Transaction Table |
| Sender DUNS | From IPAC Transaction Table |
| Sender DUNS+4 | From IPAC Transaction Table |
| Sender DO Symbol | From IPAC Transaction Table |
| Trading Partner Name | From IPAC Transaction Table |
| Customer ALC | From IPAC Transaction Table |
| Receiver TAS | From IPAC Transaction Table |
| Receiver BETC | From IPAC Transaction Table |
| Receiver DUNS | From IPAC Transaction Table |
| Receiver DUNS+4 | From IPAC Transaction Table |
| Detail Amount | From IPAC Transaction Table |
| Contact Name | From IPAC Transaction Table |
| Contact Phone Number | From IPAC Transaction Table |
| Description | From IPAC Transaction Table |
| Obligation Document Number | From IPAC Transaction Table |
| Pay Flag | From IPAC Transaction Table |
| Purchase Order Number | From IPAC Transaction Table |
| Quantity | From IPAC Transaction Table |
| Unit of Issue | From IPAC Transaction Table |
| Unit Price | From IPAC Transaction Table |
| Document Date | From IPAC Transaction Table |
| Bulk File Date | From IPAC Transaction Table |
| Receipt Num | Receipt Number generated for liquidation receipt transaction |
| GL Date | Date accounting was generated for the liquidation receipt transaction |
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.
Additional Information: 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 Import Payment 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/ .