Processing Pay Cycles

This chapter provides an overview of pay cycle manager, lists common elements, and discusses how to:

• Run and manage pay cycles.

• Review vouchers selected for payment.

• Handle pay cycle exceptions and alerts.

• Review draft payments.

• View the trial register.

• Approve the pay cycle.

• Verify payment references.

• Produce manual positive payment files.

• Restart pay cycles and re-create checks.

• Run the Pay Cycle job.

See Also

Establishing Pay Cycles

Setting Up Payment Formats and Payment Forms

Configuring the PeopleSoft Payables Payment Interface

Using Additional Payment Processing Options

Processing Prepayments

Processing Drafts

(USF) Processing PeopleSoft Payables for U.S. Federal Agencies

Understanding Pay Cycle Manager

This section discusses:

• Pay Cycle process flow.

• Pay Cycle statuses.

• Pay Cycle exceptions.

• Draft payments.

• Payment formatting.

• Separate payments.

• Payment sorting.

• Check payments that never reach the banking system.

• Pay Cycle processing using the PeopleSoft Payables Payment Interface.

• Pay Cycle processing using the PeopleSoft Financial Gateway.

Pay Cycle Manager is the focal point for managing payments in PeopleSoft Payables. From the Pay Cycle Manager page, you process each of the Pay Cycle Application Engine process (AP_APY2015) steps necessary to turn bank account, vendor, voucher, and business unit information into actual payments. Use Pay Cycle Manager to initiate the Pay Cycle process, view and send payments to a printer or a file, and create automated clearing house (ACH) files, drafts, electronic funds transfer (EFT) files, wire transfer reports, and positive payment files.

The Pay Cycle Manager integrates much of the data entered into PeopleSoft Payables and uses this payment data not only to create the negotiable documents but also to provide information for reports. Many of the activities of PeopleSoft Payables lead to or come from the Pay Cycle Manager.

Pay Cycle Process Flow

The individual processes—such as payment selection, payment creation, EFT formatting, printing checks, and creating positive payment files—that turn vouchers into payments are referred to collectively as the pay cycle and are all processed by the Pay Cycle process. Here is a diagram of the process flow for the Pay Cycle process (not all of the processes indicated would necessarily be included in a single pay cycle):

Pay cycle process flow

See Also

Establishing Pay Cycles

Pay Cycle Statuses

The Pay Cycle Manager is the place to go any time during this process of creating payments. It tells you exactly where your payments are in the payment process and keeps you informed of the current status of a pay cycle.

Pay Cycle Exceptions

The Pay Cycle Manager page notifies you of any exceptions that might occur during processing and transfers you to the appropriate page so that you can decide how best to handle these conditions. These exceptions pages include:

• Pay Cycle Errors page.

• Lost Discount Alert page.

• Discounts Denied page.

• Withholding exception page.

• Bank Replacement Exceptions page.

• Pay Cycle Financial Sanction Warnings page.

See Also

(USF) Processing PeopleSoft Payables for U.S. Federal Agencies

Draft Payments

During the Pay Cycle process, draft payments go through three steps:

See Also

Processing Drafts

Reviewing Draft Payments

Payment Formatting

PeopleSoft Payables provides powerful payment formatting capabilities that let you build a variety of payment forms to meet your business needs. The following table lists the standard payment forms that PeopleSoft Payables provides, along with the output processes called by the Pay Cycle process to produce the payment file:

See Also

Setting Up Payment Formats and Payment Forms

Separate Payments

Typically, multiple scheduled payments to one vendor in a pay cycle are bundled into one payment. This is not the case when the vendor payment options specify separate payments for each scheduled payment,

You can specify:

• Separate payments for a scheduled payment upon voucher entry.

• Separate payments for a scheduled payment on the Pay Cycle Data Details page after Payment Selection processing.

• That the scheduled payments have different payment handling codes. In this scenario, the system produces one payment for each handling code.

Payment Sorting

PeopleSoft Payables sorts payments at two hierarchical levels, payment handling code sequence and sort field sequence.

The first in priority is the payment handling code sequence, which you set up on the Payment Handling Codes page. If you give a high sequence number (the delivered number is 99) to the payment handling code HD or High Dollar Payment (which is applicable not just to dollars, but to any large amount payment), then any payment that is assigned a payment handling code of HD will be among the last to be produced by your output process (that is, printed last), and will therefore be at the top of your pile of checks, ready for any special handling, such as special signatures. This functionality works in conjunction with your bank account setup; when you set up bank accounts, you can select to override the payment handling code on a voucher with the High Dollar Payment code for any voucher that exceeds a specified amount.

The second in priority is the sort sequence by payment field that you define for each form ID on the Sort Fields page. You can define check sorting sequence by any of the following payment fields:

• Remit Zip Code

• Payment Handling

• Bank SetID

• Bank Code

• Bank Account

• Payment Method

• Remit SetID

• Remit Vendor

• Name 1

Note. To print payments in dollar amount order, you must first run a script and configure fields on the Sort Fields page. This is fully discussed in the documentation for Specifying Payment Form Attributes.

See Also

Specifying Payment Form Attributes

Defining Payment Handling Codes

Establishing Payment Sort Fields

Defining Account Information

Check Payments That Never Reach the Banking System

After the system creates payments, it automatically marks as reconciled those check payments that never reach the banking system, such as:

• Voided checks.

• Alignment checks.

• Overflow checks.

Pay Cycle Processing Using the PeopleSoft Payables Payment Interface

When you process pay cycles that include payments imported through the PeopleSoft Payables Payment Interface, such as payments sourced from PeopleSoft Expenses and PeopleSoft Treasury, you must process the pay cycles serially, one pay cycle at a time. If multiple pay cycles that include imported payments from the same source are run at the same time, payments may be generated more than once for the same source document.

If you are using PeopleSoft Expenses to generate cash advance and expense report payments, after Pay Cycle Manager has finished, you can also perform the PeopleSoft Expenses' Consolidate Vendor Payment process. This process includes the following tools that enable you to review and manage the vendor consolidated payment reconciliation process:

• Vendor Payments Crystal report (EXC9000) that contains summarized information of payments for corporate card vendors.

• Vendor Payments Export to File Application Engine process (EX_VNDPT_EXP) that creates a flat file of corporate card vendors payments, which can be saved as a spreadsheet.

See Also

Configuring the PeopleSoft Payables Payment Interface

Running Expense Transaction Processes

Pay Cycle Processing Using the PeopleSoft Financial Gateway

This section discusses:

• Pay Cycle processing through PeopleSoft Financial Gateway.

• Payment cancellation.

• Payments in error.

Pay Cycle Processing Through PeopleSoft Financial Gateway

You can submit approved payments electronically through the PeopleSoft Financial Gateway, using Pay Cycle Manager. The PeopleSoft Financial Gateway can be considered a web service agent or service oriented architecture (SOA). It provides certain PeopleSoft financial applications with payment processing capabilities, such as formatting payments, message acknowledgement, security features, and direct communication to financial institutions.

The Pay Cycle Manager settles only payments of EFT, ACH, and WIR payment methods through PeopleSoft Financial Gateway.

For wires, how you settle wires causes different results. When the system settles wires through Pay Cycle Manager, it results in the Pay Cycle process producing just an advice. If the system settles wires through PeopleSoft Financial Gateway, the system uses the defined form ID and layout for the electronic settlement. In addition, the system changes the wire label from wire report to wire because it is no longer simply producing a hard-copy report.

Note. You control whether an approved payment is processed through the PeopleSoft Financial Gateway by selecting a check box on the External Accounts - Payment Methods page. If you do not want a payment settled through PeopleSoft Financial Gateway, you should deselect this check box prior to scheduling payments on the voucher.

Certain PeopleSoft Payables processes help create the PeopleSoft Financial Gateway specific payments:

• During the Pay Cycle payment selection and creation processes, the system flags all payments marked for Financial Gateway settlement. This process also:

  • Groups payments based on certain criteria, which includes layout code and settle through field information.

  • Validates that the correct payment layout code is used if the bank replacement functionality is used.

• During the Voucher Build Application Engine process (AP_VCHRBLD), the system validates the correct layout code.

  • If the layout code is undefined on the Vendor Pay table (VENDOR_PAY), the process retrieves the default value from the Bank Payment Layout table (BANK_PYMNT_LYT).

  • If the layout code is defined on the Vendor Pay table, the process validates this value against values stored in the Bank Payment Layout table and ensures that the layout can be settled by PeopleSoft Financial Gateway.

After payment selection and creation, the system inserts these Financial Gateway specific payments into a new pay cycle process row in the pay cycle result grid (PYCYCL_STATRPT) in Pay Cycle Manager. Clicking the Process button causes the system to:

1. Invoke the Payables Financial Gateway Application Engine process (AP_FG_PROC), which creates payment messages. Payment messages hold both the general settlement information (such as bank, routing, vendor bank, and payment advice information) and payment information. In addition to exchanging messages with the PeopleSoft Financial Gateway, the Payables Financial Gateway process and the AP Payment online Application Class handle various background processing tasks for payments; for example, they populate temporary and staging tables with payment data and update payment statuses.

2. Assign a unique Financial Gateway payment ID number.

   • Based on the number defined in maximum transactions per message in the Financial Gateway Installation table (INSTALLATION_FG), the system limits the number of payments held in each payment message. Exceeding this limit triggers the creation of the next payment ID.

   • You set the payment ID on the Source Registration page in the PeopleSoft Financial Gateway functionality. The batch name is an identification number to represent all the payments for a pay cycle, consisting of a concatenated string of the pay cycle ID number and the pay cycle sequence number.

3. Load payments to PeopleSoft Financial Gateway tables for further processing and transmittal to the bank after PeopleSoft Financial Gateway receives the payment message from PeopleSoft Payables.

4. Send acknowledgement messages to PeopleSoft Payables indicating whether the payment dispatch process is successful.

   • If successful, PeopleSoft Payables updates the payments' status to Loaded. When requested by the PeopleSoft Financial Gateway, the status is then updated.

   • If unsuccessful, PeopleSoft Financial Gateway sends error messages to PeopleSoft Payables. PeopleSoft Payables consolidates the messages before sending error notification to the user through email (you enable the error notification function by entering a user ID on the Payment Selection Criteria page).

5. Schedule and transmit the payments to the bank, sending asynchronous acknowledgement messages back to PeopleSoft Payables containing payment information. PeopleSoft Payables uses this information to update the payments' status to Paid, Error, or other statuses. During this part of the process, the Financial Gateway payment information appears on various PeopleSoft Financial Gateway and PeopleSoft Payables inquiry pages.

This diagram shows the integrations between PeopleSoft Payables and PeopleSoft Financial Gateway:

PeopleSoft Payables and PeopleSoft eSettlements payment processing with PeopleSoft Financial Gateway

Note. If the Financial Gateway Application Engine process ends abnormally during processing, you can restart the process using the Process Monitor in the Process Scheduler. The process begins again from where it ended.

When the payment processing is complete, you can use the following pages to review information:

PeopleSoft Payables pages:

• Pay Cycle Details (PYCYCL_DATA_INQ).

• Pay Cycle Approval (PYCYCL_APPROVAL).

• Payment Inquiry (PYMNT_INQ_SRCH).

PeopleSoft Financial Gateway pages:

• Review Payments (PMT_INQUIRY).

• Review Payment Details (PMT_LIFE_CYCLE_INQ).

• Review Payment Files (PMT_FILE_DEFN).

• Review Acknowledgement Files (PMT_FILE_ACK_DEFN).

Payment Cancellation

You can cancel payments that display a settlement status of Loaded, Hold, or Error. Canceling a Financial Gateway payment triggers the following system actions:

1. The system sends a cancel message to PeopleSoft Financial Gateway.

   When you use the Mass Payment Cancellation component (AP_PMT_MASS_CNL) to cancel multiple payments, the system sends multiple cancel payments in a message to PeopleSoft Financial Gateway.

2. PeopleSoft Financial Gateway receives the message, and manages the cancel request depending on the settlement status.

   • Loaded: Payments with a loaded status may be on the staging table and pending transmission to the bank, or they may be in active transmission to the bank.

     If the payment is still pending transmission, PeopleSoft Financial Gateway removes the payment from the staging tables and sends an acknowledgement message back to PeopleSoft Payables. PeopleSoft Payables then updates the payment's status to Canceled.

     If the payment is in active transmission, PeopleSoft Financial Gateway prohibits the cancellation and sends an error message to PeopleSoft Payables. For these situations, you must wait for PeopleSoft Payables to display a payment status of Paid, and then cancel the payment.

   • Hold: For held payments, PeopleSoft Financial Gateway removes the payment from the staging tables and sends an acknowledgement message to PeopleSoft Payables. PeopleSoft Payables then updates the payment's status to Canceled.

   • Error: PeopleSoft Financial Gateway holds payments on the staging tables due to errors encountered during PeopleSoft Financial Gateway or bank processing. To cancel payments in error, PeopleSoft Financial Gateway updates the staging and update error tables and sends an acknowledgement message to PeopleSoft Payables. PeopleSoft Payables then updates the payment's status to Canceled.

     When you cancel multiple payments, use the Mass Cancellation Job page to view errors encountered through the PeopleSoft Financial Gateway.

In some cases, payment statuses may be out of synchronicity between PeopleSoft Payables and PeopleSoft Financial Gateway. When a payment has a Canceled status in PeopleSoft Payables, no messages are transmitted between PeopleSoft Payables and PeopleSoft Financial Gateway. "Out of sync" payment statuses generally occur when users reverse and save a canceled payment. At Save, the system displays a warning message stating that saving the reverse canceled payment may disrupt the synchronization between the two systems.

Payments in Error

During processing through the PeopleSoft Financial Gateway functionality, the system marks payments that have processing errors, and sends individual or batch messages to PeopleSoft Payables that the payments cannot be settled. The system then sends payment error notification emails to specified user IDs if you define the required notification parameters, such as user's email address in user preference and user ID in the payment selection criteria. This payment error notification email contains payment error summary information and a link to the Pay Cycle Error page for error correction.

As error payments can be related to different pay cycles, the system first determines if the payment requires email notification, then bundles those errors requiring notification together into a single email.

See Setting Up the PeopleSoft Financial Gateway Integration.

Common Elements Used in This Chapter

Running and Managing Pay Cycles

This section discusses how to process and manage pay cycles.

Page Used to Run and Manage a Pay Cycle

Processing and Managing Pay Cycles

Access the Pay Cycle Manager page (Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle Manager).

Starting the Pay Cycle

Start the pay cycle by clicking the Process button for either Payment Selection or Payment Selection & Creation. The Pay Cycle Manager searches for all banks and payment methods defined for the pay cycle. Each type of output is placed in a row in the Pay Cycle Results grid after the Payment Creation process has finished. You can enter an output destination for each row or accept the output destination that is supplied by default from the User Preferences.

Pay Cycle Processes and Output Processes

Pay cycle processes are the applications that must run before you start receiving output from each bank account or payment method. These processes can consist of Payment Selection, Draft Staging, and Payment Creation, individually. You can run them all together by selecting Payment Selection & Creation. Click the Process button next to the process that you want to perform.

After all pay cycle processes are run, the pay status changes to Created or Approved, depending on whether user approval is required. If approval is required, you perform approval at this point. You are now ready to produce an output file. All output processes are listed in the Pay Cycle Results grid near the bottom of the page. A process button exists for each output process that can be generated for the pay cycle (for example, printing a check for a different bank account, printing an advice, or generating EFT files). After you have run the output process once, the Process button changes to Recreate, which links you to the Recreate Checks page, where you can re-create payments. The Pay Cycle status does not change to Complete until you have finished running all output processes.

Note. (USF) If you are a U.S. federal customer who requires payment schedule certification, this certification must occur after Payment Selection. This means that you must run Payment Selection and Payment Creation separately.

Note. When you run multiple pay cycles in parallel and in large volume, Oracle recommends that you set up different business units and banks in pay cycles to avoid contention issues. Running several pay cycles in parallel for the same bank may cause processing issues.

Common Page Information

Pay Cycle Status

Process

Each row contains a Process button, a Server field, and a display-only description of an available pay cycle process. Some processes are available only if you are creating certain types of payments. For example, Draft Staging is available only if you are processing draft payments.

Processes are not available and no longer appear after they have been completed.

To run a process, select a server and click the process button for the process row. The server drop-down list box shows only servers that have a status of Running on the Process Monitor Server List page. The system performs validation before a process is initiated to ensure that the Process Scheduler server is currently running.

The standard processes are:

Pay Cycle Reset

Pay Cycle Exceptions

The links in this group box become active only if pay cycle exceptions exist after the Payment Selection, Payment Creation processes, or both have been run. If a payment is marked with an exception (except for discounts lost exceptions), it is rejected for further processing within the pay cycle. You must either correct or override the exception and run the payment as part of another pay cycle.

Pay Cycle Results - Main Information tab

When the Payment Creation process is complete, the Pay Cycle Results grid displays a row of data for each output process that must be run to generate payment files and negotiable documents. For EFT payments, because all payments regardless of bank account run as one output process, only one EFT row can appear. For checks, advices, positive payment files, and file copies, each bank account and payment method combination runs as a separate output process. This means that multiple check rows, positive payment rows, and so forth can appear in the grid.

Pay Cycle Results - Additional Info tab

Resetting Pay Cycles

You can reset a payment cycle in the Pay Cycle Manager if you decide against creating any payments for the selected vouchers. This option enables you to deselect vouchers for payment after you run a pay cycle, but before you print the checks. You can reset a pay cycle after Payment Selection, but to reset after Payment Creation requires extra steps. To reset after Payment Creation, go through Pay Cycle Approval to reject the pay cycle. Then perform the reset.

Note. PeopleSoft Payables marks vouchers as selected when Payment Selection runs. No other transactions can occur on the selected vouchers. If you decide not to produce payment files or print checks for these vouchers, reset the selection so that a later pay cycle can reselect the vouchers.

Note. Resetting a pay cycle that is using bank account replacement reverses the bank replacement. For example, assume that a payment is coming from bank account A, and that during the pay cycle, bank account B replaces bank account A. If you reset the pay cycle for this payment, the payment reverts to the original account, which is bank account A.

Note. If EFT and ACH prenotes are included in the pay cycle, the system reverses the prenote status on the Vendor Information component (VNDR_ID) from Pending to New when you reset a pay cycle.

Completing the Pay Cycle

When you have successfully selected your payments, viewed and processed any exceptions, generated payments, approved the pay cycle, produced payment outputs, confirmed payment reference numbering, and formatted and produced the positive payment file (if required), the Pay Cycle Manager shows a status of Completed.

See Also

Establishing Pay Cycles

(USF) Processing PeopleSoft Payables for U.S. Federal Agencies

Reviewing Vouchers Selected for Payment

This section discusses how to:

• Review pay cycle data.

• Review summary data.

• Review a pay cycle summary data chart.

After you complete the Payment Selection process, you might need to review the voucher payments that have been selected for payment, place certain payments on hold, temporarily exclude some from the pay cycle, enforce separate payments for some, or review total payment amounts for the pay cycle by various criteria before you proceed with the Payment Creation process and your output processes.

See Also

Reviewing Voucher, Payment, and Vendor Information

Pages Used to Review Vouchers Selected for Payment

Reviewing Pay Cycle Data

Access the Pay Cycle Details page (Accounts Payable, Review Accounts Payable Info, Payments, Detail Data, Pay Cycle Details).

Select a pay cycle and click the Search button to view all scheduled voucher payments selected for your current pay cycle. You can limit your search using the other fields. For example, you might want to limit your search to a certain business unit.

Scheduled Payments

You can view selected scheduled payments and take action to hold, exempt, flag as a separate payment, or hold and flag as separate.

Payment Details

This section displays general payment information, such as bank, account, payment method, and payment date.

Additional Details

This section displays additional payment information, such as pay group ID, EFT layout, and settle by method.

Action Buttons

Other Links

Reviewing Summary Data

Access the Pay Cycle Summary page (Accounts Payable, Review Accounts Payable Info, Payments, Summary Data, Pay Cycle Summary).

Payment Method Summary

Reviewing a Pay Cycle Summary Data Chart

Access the Pay Cycle Summary Metric page (Accounts Payable, Review Accounts Payable Info, Payments, Summary Metric, Pay Cycle Summary Metric).

The Payments by Bank and Method chart is available for a pay cycle when Payment Selection has run, and displays all payment amounts for a single currency in the pay cycle, summarized by bank account and payment method. Clicking a bar on the chart displays the list of vouchers that are summarized and represented on the chart.

Handling Pay Cycle Exceptions and Alerts

This section provides overviews of pay cycle alerts and financial sanctions validation and discusses how to:

• Handle potential lost discounts.

• Handle denied discounts.

• View withholding alerts.

• View Pay Cycle errors.

• View bank replacement exceptions.

• View financial sanctions exceptions.

Understanding Pay Cycle Alerts

This section discusses:

• General pay cycle alerts.

• Discount evaluation alerts.

General Pay Cycle Alerts

After you run the Payment Selection and Payment Creation processes, you may find that one or more of the links in the Pay Cycle Exceptions group box in Pay Cycle Manager becomes available. This means that you have an exception or an alert to view and handle. Some of these exceptions are logged after Payment Selection has finished; you can usually take immediate action to handle these exceptions before continuing with pay cycle processing. Others are logged only after Payment Creation is finished; these can be viewed as informational only, and usually require handling outside of the pay cycle pages before you run them in a later pay cycle.

Discount Evaluation Alerts

The Discount Evaluation feature compares the potential interest income with the discount amount and determines whether taking a discount is economically feasible.

PeopleSoft Payables uses the Number of Days in Year to compute the annual discount effective rate. PeopleSoft Payables is delivered with a default number of 360 days, in accordance with U.S. federal specifications; but you can override that default on the External Accounts - Accounts Information page.

During the pay cycle, the system calculates the due dates for vouchers based on the invoice date, invoice receipt date, acceptance date, or constructive receipt date, in conjunction with the payment terms (interest rates versus payment discounts).

If the bank interest income is greater than the amount of the discount, the pay cycle drops the voucher from the process. If a payment is denied, the system provides a discount denied alert so that you can pay the voucher if you choose to.

See Also

Creating, Updating, and Reusing Pay Cycles

Defining Account Information

Understanding Financial Sanctions Validation

Oracle provides validation of your vendors against financial sanctions lists (for example, the Specially Designated Nationals (SDN) list) at the vendor level, voucher level, and payment level. At the payment level, financial sanctions validation is performed if you:

• Select the Financial Sanctions list edit check box on the Payment Selection Criteria - Preferences page for that pay cycle.

  If financial sanctions validation is enabled at the installation level, all remit vendors selected for a pay cycle are validated. If financial sanctions validation is enabled at the bank level, only selected remit vendors whose banks are enabled are validated. The system updates the vendor's financial sanctions status on the Vendor Information component.

• Run the Financial Sanctions Validation Application Engine process (AP_SDN_VAL).

  You can schedule the Financial Sanctions Validation process to run on a predefined schedule using the Process Scheduler, or you can run it on an ad hoc basis.

Note. Financial sanctions validation is performed only on remit vendors with a source transaction of VCHR (Accounts Payable transactions).

At the payment level, the system verifies the financial sanctions status of the vendor during:

1. The Payment Selection process.

   The system does not select payments for a vendor with a financial sanctions status of Blocked or Review. However, if financial sanctions validation is enabled at the bank level and you no longer validate for a particular vendor's bank, the system may select a vendor with a financial sanctions status of Review.

2. The validation step of the Payment Selection process, only if you select the Financial Sanctions edit list check box on the Payment Selection Criteria - Preferences page for that pay cycle.

   Selecting this option enables you to validate your vendors once again before payment creation. If the vendor's financial sanctions status changes to Review, the system creates payment validation errors for this vendor's payments. You can view these payment validation errors on the Pay Cycle Financial Sanction Warnings page.

Note. The system never creates payments for a vendor with a financial sanctions status of Blocked regardless of whether financial sanctions validation is enabled at the installation level or bank level, or is not enabled at either level. If you change how financial sanctions validation is performed (for example, you no longer validate for a particular bank), you must change the financial sanctions status on the vendor from Blocked to Valid or Cleared before you can pay this vendor.

See Understanding Financial Sanctions Validation.

See Entering Identifying Information.

Pages Used to Handle Pay Cycle Exceptions and Alerts

Handling Potential Lost Discounts

Access the Lost Discount Alert page (Accounts Payable, Payments, Pay Cycle Exceptions, Review Discount Lost Alert, Lost Discount Alert).

This page alerts you to any discount lost on a pay cycle. If you selected the Include Lost Discount check box on the Payment Selection Criteria - Preferences page for the pay cycle, then all payments with potential lost discounts are automatically paid in the pay cycle, and this page is not applicable. You must view this page after Payment Selection has run and before you run Payment Creation to use the Include button to include a payment with a potential lost discount.

Note. All discount alerts are cleared automatically when you rerun a completed pay cycle.

Note. Lost rebates are not tracked and do not appear on this page.

Voucher Information

Invoice Amounts

See Also

Understanding Pay Cycle Alerts

Handling Denied Discounts

Access the Discount Denied page (Accounts Payable, Payments, Pay Cycle Exceptions, Review Discount Denied Alert, Discount Denied).

The fields on this page are the same as the fields on the Lost Discount Alert page, except that this page shows discounts that were evaluated as not worth taking. If you access the page after running Payment Selection and before running Payment Creation, you can click the Include button to include the scheduled payment in the current pay cycle and take the discount.

See Also

Handling Potential Lost Discounts

Understanding Pay Cycle Alerts

Viewing Withholding Alerts

Access the Withholding Exception page (Accounts Payable, Payments, Pay Cycle Exceptions, Review Withholding Alert, Withholding Exception).

Note. Scheduled payments with withholding exceptions are automatically placed on hold. To make a payment with withholding exceptions available for pay cycle processing, you must modify the voucher or the withholding setup, take the scheduled payment off of hold, and run the payment in a new pay cycle.

See Also

Processing Withholding in PeopleSoft Payables

Viewing Pay Cycle Errors

Access the Pay Cycle Errors page (Accounts Payable, Payments, Pay Cycle Exceptions, Review Pay Cycle Errors, Pay Cycle Errors).

Search Criteria

Search Results

The search results grid displays the error type for each error, along with the source of the error (such as voucher entry), the advice ID and advice sequence (which are identical to the voucher ID and payment count), key fields and, in the Message Text field, a description of the error.

See Also

Pay Cycle Processing Using the PeopleSoft Financial Gateway

(USF) Processing PeopleSoft Payables for U.S. Federal Agencies

Viewing Bank Replacement Exceptions

Access the Bank Replacement Exceptions - Schedule Exceptions and Bank Replacement Exceptions - Payment Exceptions pages (Accounts Payable, Payments, Pay Cycle Exceptions, Review Bank Replacement, Bank Replacement Exceptions - Schedule Exceptions).

Schedule exceptions occur during the Payment Selection process, and payment exceptions occur during the Payment Creation process. Schedule exceptions occur only if your bank replacement rule consists of the option to replace all bank accounts in the pay cycle.

Note. Scheduled payments with bank replacement exceptions are dropped from the pay cycle and revert to their original bank account, payment method, and currency upon completion of the pay cycle. They remain available in their original state for future pay cycles.

Viewing Schedule Exceptions

Viewing Payment Exceptions

See Also

Defining Bank Replacement Rules

Viewing Financial Sanctions Exceptions

Access the Pay Cycle Financial Sanction Warnings page (Accounts Payable, Payments, Pay Cycle Exceptions, Pay Cycle SDN List Exceptions, Pay Cycle Financial Sanction Warnings).

Use this page to access detail information on the financial sanctions exceptions. You can also use the Pay Cycle Errors page to view general information on financial sanctions exceptions.

Voucher

Name/Address Information

Displays the address, city, and country of the vendor.

Message Detail

Displays the error and description of the error.

Reviewing Draft Payments

This section discusses how to:

• Approve staged draft payments.

• View details about draft payments.

• View details about draft vouchers.

See Also

Processing Drafts

Pages Used to Review Draft Payments

Approving Staged Draft Payments

Access the Draft Staging Approval page (Accounts Payable, Payments, Drafts, Draft Staging Approval).

Note. You must either approve or reject draft payments before you run the Payment Creation process. However, approving or rejecting payments does not affect the draft payment's status. If you selected the Preapprove option on the Preferences page of the Payment Selection Criteria component, then the draft payment status is changed to Approved. If you did not select this option, the drafts that you approve from this page have a draft status of Created.

Main Information Tab

Additional Information Tab

Additional Page Elements

Viewing Details About Draft Payments

Access the Draft Inquire page (Accounts Payable, Payments, Drafts, Draft Staging Inquiry, Draft Inquire).

Viewing Details About Draft Vouchers

Access the Draft Inquire (Voucher) page (Accounts Payable, Payments, Drafts, Draft Staging Inquiry, Draft Inquire (Voucher)).

Viewing the Trial Register

This section discusses how to use the Trial Register report.

Page Used to View the Trial Register

Using a Trial Register

Access the Register page and run the Trial Register report (click the Trial Register link from the Pay Cycle Manager).

After viewing the Trial Register report, you can:

• Print it for your records.

• Close it and return to the Pay Cycle Manager page to proceed with check printing.

If you find an error in the register:

1. Reset the pay cycle.

2. Rectify the problem in the Payment Selection Criteria component.

See Also

Running and Managing Pay Cycles

Establishing Pay Cycles

Approving the Pay Cycle

This section discusses how to approve the pay cycle.

If you have selected user approval on the Payment Selection Criteria - Preferences page, then your pay cycles must be approved after you have completed payment creation and before you run your output processes.

Note. Payments for pay cycles that require user approval are not eligible for posting until the pay cycle has been approved.

Note. (USF) U.S. federal agencies use payment schedule certification rather than approval. You certify payment schedules after payment selection and before payment creation.

See Also

Certifying Federal Payment Schedules

Page Used to Approve the Pay Cycle

Approving the Pay Cycle

Access the Pay Cycle Approval page (Accounts Payable, Payments, Pay Cycle Approvals, Pay Cycle, Pay Cycle Approval).

Pay Cycle/Payments/Drafts

Pay Cycle Results

This grid displays a row of data for each output process that must be run to generate payment files and negotiable documents. For EFT payments, because all payments regardless of bank account run as one output process, only one EFT row can appear. For checks, advices, positive payment files, and file copies, each bank account and payment method combination runs as a separate output process. This means multiple check rows, positive payment rows, and so forth can appear in the grid.

See Also

Running and Managing Pay Cycles

Restarting Pay Cycles and Re-creating Checks

Verifying Payment References

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

• Confirm payment references.

• Unconfirm payment references.

See Also

Defining Payment Methods

Using Express Payments

Understanding Payment Reference Verification

When you use preprinted stationery, use the Payment Reference page to verify that the system is assigning the correct check numbers. The system assigns the check numbers, based on the last check number used, so you might need to verify that the system is using the correct number. If it isn't, then you might need to change the payment reference number to match the number used on your preprinted form.

Note. To use payment reference confirmation for a bank account, you must select the Confirm Numbers option on the External Accounts - Payment Methods page.

Note. You cannot use the Confirm Payment References feature with Express Payments. You can use the Confirm Payment References feature only with regular pay cycle payments.

Page Used to Verify Payment References

Confirming Payment References

Access the Reference Confirmation - Payment Reference page (Accounts Payable, Payments, Pay Cycle Approvals, Reference Confirmation, Payment Reference).

Search Criteria

Enter your search criteria and click search to view payment references. Bank setID, bank code, and bank account are required fields.

Actions

Search Results

This grid displays the payment reference, payee name, payment amount, payment date, and pay cycle status of each payment that meets your selection criteria.

Occasionally you might want to confirm individual reference numbers one at a time. Do this by selecting the appropriate Confirm check box for each payment reference and then saving the page.

Unconfirming Payment References

Access the Reference Unconfirmation - Payment Reference page (Accounts Payable, Payments, Pay Cycle Approvals, Reference Unconfirmation, Payment Reference).

This page is identical to the Reference Confirmation - Payment Reference page except that it enables you to unconfirm payments you have already confirmed. Two ways are available to unconfirm payment references:

• Deselect the check box for each payment that you want to unconfirm and save the page.

• Click the Unconfirm All button to clear all of the payments on the page.

Producing Manual Positive Payment Files

This section provides an overview of how to produce manual positive payment files and discusses how to produce positive payment files.

Understanding How to Produce Manual Positive Payment Files

If a payment in your pay cycle is paid from a bank account that requires positive payment files, you see a positive payment output process row for that bank account on the Pay Cycle Manager page after you run Payment Creation for that pay cycle. All you need to do is run the positive payment output process to produce your positive payment file.

Occasionally you may want to produce a positive payment file outside of the normal pay cycle process, such as when you've created manual payments that you want to appear in the positive payment file. In those cases, you use the Manual Positive Payment page to initiate the production of a positive payment file.

Page Used to Produce Manual Positive Payment Files

Producing Positive Payment Files

Access the Manual Positive Payment page (Accounts Payable, Payments, Pay Cycle Processing, Manual Positive Payment, Manual Positive Payment).

Specify the bank setID, bank code, and bank account for which want to produce the positive payment file. In addition, specify the following items:

Select one of the following processing options:

Click the Process button to create the positive payment file. This transfers you to the Pay Cycle Manager page, where you complete the positive payment file output process.

See Also

Running and Managing Pay Cycles

Defining Payment Methods

Restarting Pay Cycles and Re-creating Checks

This section provides an overview of how to restart a pay cycle and discusses how to re-create and reprint checks.

Understanding Pay Cycle Restart

When you do a restart for the pay cycle, the system assigns the name for the new pay cycle based on the following logic:

• The name format is RSTRT#, where # is a number from 1 to 9.

• If it is a restart of the original pay cycle, the system scans pay cycles RSTRT1 through RSTRT9 and assigns a name to the first one that it finds unused or with a status of Completed. For example, the restart of paycycle MTHLY is any of RSTRT1 through RSTRT9.

• If this is a subsequent attempt at restarting, the system assigns the same pay cycle name it did for the first restart instance and increases the pay cycle sequence number by one. For example, the restart for pay cycle RSTRT3 with pay cycle sequence number 1 is pay cycle RSTRT3 with sequence number 2.

Note. Only nine restarted pay cycles can run at any given time. Any attempt to restart another pay cycle will be unsuccessful if started after nine pay cycles with a status other than Completed have already restarted.

Note. You cannot restart the original pay cycle more than once for the same set of payment reference numbers, regardless of whether you choose to re-create the checks using new reference numbers.

Note. You can only restart the latest sequence of each pay cycle.

Pages Used to Restart Pay Cycles and Re-create Checks

Re-creating and Reprinting Checks

Access the Recreate Checks page (Accounts Payable, Payments, Pay Cycle Processing, Check Restart, Recreate Checks).

Pay Cycle and Seq Num	Enter the pay cycle and pay cycle sequence number. Every time you run a given pay cycle, the Pay Cycle process increments the sequence number. If you access this page from the Pay Cycle Manager using the Recreate button, the Pay Cycle field is populated with the current pay cycle. The sets of payments represented by the pay cycle and pay cycle sequence number appear in the unlabeled grid below.
Select	Select this check box for a row of printed payments to make the Check Reprint Parameters group box available for entry.
Payment Method	Displays the available payment methods Values are: CHK (check): You can re-create a check using the same reference number or a new reference number. BOO (customer-initiated draft): You can only reprint a customer-initiated draft using the same reference number.
Form ID	Displays the form ID used for the printing format.
First Payment	Displays the first payment reference number in the set of payments.
Last Payment	Displays the last payment reference number in the set of payments.

Check Reprint Parameters

Note. If you are using preprinted check forms, you must restart the printing and then, after the forms are printed, access the Payment Reference page to update the system-assigned reference numbers to match those of the payment forms.

See Also

Setting Up Payment Formats and Payment Forms

Resending Payment Advices

Access the Email Payment Advice page (Accounts Payable, Payments, Pay Cycle Processing, Email Payment Advice).

Pay Cycle	Select the pay cycle that you want to use to resend email advices. You must enter a pay cycle ID.
Seq Num(Sequence Number)	Select the sequence number of the pay cycle that you want to use to resend email advices. You must enter a sequence number.
Payment Advice User ID	Select the user ID that has the appropriate email payment advice user preferences defined.
Vendor Select Option	Select either Select All or Specify. If you select Specify, the Vendors grid will be populated with vendors that have been included in the selected pay cycle, that have the Enable Email Payment Advice check box selected, and for which the Payment method matches the entries in the Notification group box on the Vendor page. You can remove or add vendors from this list.

Running the Pay Cycle Job

This section discusses how to run the Pay Cycle job (APPCJOB), which enables you to run the pay cycle from payment selection through the output processes without user intervention.

Page Used to Run the Pay Cycle Job

Running the Pay Cycle Job

To run a Pay Cycle job:

1. When setting up the payment selection criteria for the pay cycle in the Payment Selection Criteria component, select an Approval value of None.

   To process a pay cycle using the Pay Cycle job, the status of the pay cycle must be New, Reset, No Work, or Completed. If you select the Automatic Increment Dates option for the pay cycle in the Payment Selection Criteria component, you avoid having to increment the dates for a pay cycle before running the job.

2. Access the Pay Cycle Job Request page and enter the required information:

   1. Enter a pay cycle ID (created in the Payment Selection Criteria component).

   2. Enter an output server name (the server name supplied by default from the User Preferences page).

   3. Enter an output destination.

      This should be a valid directory path. A meta string (such as %%OutputDirectory%%) is not permitted. You must specify a full directory path with a backslash at the end (for example: C:\TEMP\).

3. Click the Submit Job button to initiate processing.

4. When the process is complete (the Job status is Processed), review all the output files to ensure that they were generated correctly.

   The Pay Cycle job produces only outputs to files; any files that require printing must be printed independently after the job is complete.

5. If the Job status is No success, view the pay cycle using the Pay Cycle Manager page for more details.

6. When the Job status is Processed, click Finalize Job.

   When you click Finalize, the system enables the Auto Increment flag and increments the date range accordingly. The pay cycle advances to a status of N (new) and you cannot reset it.

   Note. Oracle recommends that you use the Pay Cycle Manager page to confirm that all output processes are complete before clicking the Finalize Job button.

Note. Oracle does not recommend that you create a run control for the Pay Cycle job to run on a recurring basis without any oversight because you must return to the Pay Cycle Job Request page after you've submitted the job in order to finalize the pay cycle.

Positive Payment is not supported by the Pay Cycle Job process.

See Also

Setting Pay Cycle Preferences

Running and Managing Pay Cycles