Defining Additional Processing Options

This chapter discusses how to:

Click to jump to parent topicSetting Up Payment Terms

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding Payment Terms

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

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

Click to jump to top of pageClick to jump to parent topicPages Used to Set Up Payment Terms

Page Name

Definition Name

Navigation

Usage

Payment Terms Timing

PAY_TERMS_TIME1

  • Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Payment Terms Timing, Payment Terms Timing

  • Set Up Financials/Supply Chain, Product Related, Billing, Setup, Payment Terms Timing, Payment Terms Timing

Define timing IDs, which define the time increments for payment terms.

Payment Terms

PAY_TERMS_AR

  • Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Payment Terms, Payment Terms

  • Set Up Financials/Supply Chain, Product Related, Billing, Setup, Payment Terms, Payment Term

Define payment terms, which specify the rules for calculating an item due date and the discount terms.

Click to jump to top of pageClick to jump to parent topicDefining Timing IDs

Access the Payment Terms Timing page (Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Payment Terms, Payment Terms).

Day Increment

Select to have the system add the specified number of days to the base date of your terms. For example, if your terms are 2/10 net 30, your net terms reference a timing ID with a day increment of 30 and your discount terms reference a timing ID with a day increment of 10.

Month Increment

Select to have the system add the specified months to the base terms date. For example, if your terms are End of the Next Month, you reference a timing ID with a month increment of one.

Due Day

Enter the specific due day that the payment is due each month. For example, enter 15 if you want the payment due on the 15th of the month. Enter a due date if you know that payment for specific items is due on the same day every year.

End of Month

Select to indicate that the system should use the last day of the indicated month. For example, If your terms were due at the end of the next month, enter a month increment of 1 and select the End of Month check box.

Due Date

Enter a due date if you know that payment for specific items is due every year on the same date.

Click to jump to top of pageClick to jump to parent topicDefining Payment Terms

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

Basis Amount

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

Item Amount, User Amount 1, and User Amount 2

Select the option that corresponds to either the item amount or a user-defined amount that you enter on the pending items during item entry to use one of these amounts to calculate the discount amount.

VAT Discountable Amount (value-added tax discountable amount)

Select to have system calculate the discount amount on the net amount of the item after VAT. Deselect to have the system calculate the discount amount on the gross amount.

Basis Date

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

Net Terms

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

Basis From Day

Basis To Day

Timing ID

1

14

1M1 (1st day of next month)

15

31

15N (15th day of next month)

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

Discount Terms

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

Percent and Amount

Enter either a percent of the base amount or a fixed amount. You define a single discount formula or set up cascading terms with two levels. For example, discount terms of 1/10 and 3/5 with net terms specified as 20 days means a 1 percent discount if you pay within 10 days, a 3 percent discount if you pay within 5 days, and the total is due in 20 days.

Currency

Select the currency that the system uses to calculate discount terms. If the currency differs from the currency in the profile, the process uses the discount terms currency to calculate discount terms.

Timing

Select a value that indicates when discounts are available.

Click to jump to parent topicSetting Up Deposit Types

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding Deposit Types

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

Click to jump to top of pageClick to jump to parent topicPage Used to Set Up Deposit Types

Page Name

Definition Name

Navigation

Usage

Deposit Type

DEPOSIT_TYPE_TABLE

Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Deposit Type, Deposit Type

Define deposit types.

Click to jump to top of pageClick to jump to parent topicDefining Deposit Types

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

Payment Method

Select the default payment method for payments that are entered online. Values are Check, Electronic Funds Transfer, and Giro - EFT.

Note. (NLD) Use Giro - EFT if customers tear off the acceptgiro form on invoices, statements, and dunning letters and send it to their bank for payment.

The system assigns this payment method to all deposits for which the deposit business unit has the same setID as the deposit type. If you leave this field blank, the system uses the payment method that is assigned to the business unit.

If a lockbox deposit does not contain a valid payment method, the Lockbox SQR process (AR25001) assigns the payment method to all deposits in the lockbox for which the deposit business units have the same setID as the deposit type. If you leave this field blank, the process uses the payment method that is assigned to the business unit. If the payment method for the business unit is not assigned, the process assigns check as the payment method.

Click to jump to parent topicSetting Up Adjustment Reason Codes

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding Adjustment Reason Codes

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

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

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

Click to jump to top of pageClick to jump to parent topicPage Used to Set Up Adjustment Reasons

Page Name

Definition Name

Navigation

Usage

Adjustment Reason

ADJ_REASON_TABLE

Set Up Financials/Supply Chain, Product Related, Receivables, Credit/Collections, Adjustment Reason, Adjustment Reason

Create adjustment reason codes for electronic payments, such as EDI, lockbox, and bank statements.

Click to jump to top of pageClick to jump to parent topicCreating Adjustment Reason Codes

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

Entry Type and Entry Reason

Assign an entry type and reason associated with the adjustment reason. For example, you can have one adjustment reason for promotional deductions and another for deductions for damaged goods. Each uses the same entry type but has a separate entry reason so that you can update a different account.

If the Payment Loader Application Engine process (AR_PAYLOAD) cannot translate the adjustment reason code in the lockbox, EDI file, or bank statement, it uses the entry type, entry reason, and system function ID that you specified for the payment business unit on the Receivables Options - General 2 page.

System Function ID

Displays one of the system functions that is associated with the entry type. Override this value, which appears by default, if needed.

Click to jump to parent topicSetting Up Reference Qualifiers

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding Reference Qualifiers

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

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

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

See Also

Defining Business Unit Defaults by SetID

Click to jump to top of pageClick to jump to parent topicPage Used to Set Up Reference Qualifiers

Page Name

Definition Name

Navigation

Usage

Reference Qualifier

AR_FLD_REF_TBL

Set Up Financials/Supply Chain, Product Related, Receivables, Options, Reference Qualifier, Reference Qualifier

Define new payment reference qualifiers that you will use to identify payment reference information and items when building worksheets.

Click to jump to top of pageClick to jump to parent topicDefining Reference Qualifiers

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

Field Name

Select a field from the Item table (PS_ITEM) that the remittance information references.

Prompt Table

Select a prompt record for the reference qualifier code, which the system uses to display an appropriate list when a user prompts on the field online.

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

Field Name

Prompt Table

Document (DOCUMENT)

ITEM_DOC_K_VW

Item ID (ITEM)

ITEM_ITEM_VW

Bill of Lading (BILL_OF_LADING)

ITEM_LADING_VW

Purchase Order Number (PO_REF)

ITEM_PO_VW

Statement ID (ST_ID_NUM)

STMT_ITEM_VW

Sales Order Number (ORDER_NO)

ITEM_ORDER_VW

Letter of Credit (LC_ID)

ITEM_LC_VW

(NLD) Acceptgiro Payment Reference Number (AG_REF_NBR)

ITEM_AG_VW

Click to jump to parent topicSetting Up Worksheet Reasons

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding Worksheet Reasons

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

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

Click to jump to top of pageClick to jump to parent topicPage Used to Set Up Worksheet Reasons

Page Name

Definition Name

Navigation

Usage

Worksheet Reason

WORKSHEET_REASON

Set Up Financials/Supply Chain, Product Related, Receivables, Options, Worksheet Reason, Worksheet Reason

Use to set up maintenance worksheet reason codes and their descriptions.

Click to jump to parent topicSetting Up Unpost Reason Codes

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding Unpost Reason Codes

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

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

See Defining Receivables Installation Options.

Click to jump to top of pageClick to jump to parent topicPage Used to Set Up Unpost Reason Codes

Page Name

Definition Name

Navigation

Usage

Unpost Reason

UNPOST_RSN_TABLE

Set Up Financials/Supply Chain, Product Related, Receivables, Options, Unpost Reason, Unpost Reason

Set up reason codes for unposting groups.

Click to jump to parent topicSetting Up Credit Card Profiles

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

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

This section discusses how to create credit card profiles.

Click to jump to top of pageClick to jump to parent topicPage Used to Set Up Credit Card Profiles

Page Name

Definition Name

Navigation

Usage

Credit Card Profile

AR_CRCARD_PRFL

Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Credit Card Profile

Create credit card profiles.

Click to jump to top of pageClick to jump to parent topicCreating Credit Card Profiles

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

Item Exclusions

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

Customer Exclusions

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

Approval Limits

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

Debit Approval Limit

Enter the maximum amount that a credit card debit can be for the Credit Card Scheduler process to approve it.

Credit Approval Limits

Enter the maximum amount that a credit card credit can be for the Credit Card Scheduler process to approve it.

Low Value Limits

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

Upper Limit and Lower Limit

Enter a value other than 0 to enable low value processing. Otherwise, the low value processing rules are not applied.

Create Worksheet

Select to create an unapproved credit card worksheet when the credit card payment is within the specified low value limits. This enables you to decide whether you should authorize and settle this amount, manually modify the worksheet, or delete the worksheet.

Write Off Small Balance

Select to write off a small balance. The Create Worksheet check box must be selected to enable this option. The system creates a credit card worksheet for the low balance with either a write-off an overpayment (WS-10) line or a write-off an underpayment (WS-11) line on the worksheet and sets the worksheet to post. This marks the selected open items as paid, and the remaining item amount is written off.

You must specify the Debit Reason Code and the Credit Reason Code for this option.

Click to jump to parent topicSetting Up Direct Debit Profiles

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

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

This section discusses how to create direct debit profiles.

Click to jump to top of pageClick to jump to parent topicPage Used to Set Up Direct Debit Profiles

Page Name

Definition Name

Navigation

Usage

Direct Debit Profile - Profile

DD_PROFILE

Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Direct Debit Profile, Profile

Create direct debit profiles.

Click to jump to top of pageClick to jump to parent topicCreating Direct Debit Profiles

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

Item Exclusion Options

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

Customer Exclusion Options

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

Approval Limits

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

Currency and Rate Type

Enter the currency and rate type for the profile. If the currency of the items in the direct debit differs from the currency in the profile, the Create Direct Debits process uses the rate type to convert the amount for comparison.

Debit Approval Limit

Enter the maximum amount that a direct debit can be for the Create Direct Debits process to approve it.

Credit Approval Limit

Enter the maximum amount that a direct credit can be for the Create Direct Debits process to approve it.

Processing Options

One Item Per Direct Debit?

Select to create a separate direct debit for each item, regardless of the number of items that are specified in settings on the EFT layout. If you do not select this option, the system creates one direct debit for all items that have a matching business unit, customer, due date, and currency.

Prenote Required

Select this check box to enable you to create, transmit, and receive confirmation of direct debit prenotes. The PeopleSoft Receivables Direct Debit Application Engine (AR_DIRDEBIT) processes these prenotes, which help to eliminate additional processing or handling fees due to the transmission of incorrect customer account information to the customer's bank. Prenotes also reduce any delays in receivable collections.

Note. If this check box is selected, the system verifies that the selected EFT Layout that you select can be used to transmit prenotes.

See Managing Direct Debits.

Net Debit/Credit Amounts?

Select to have the Create Direct Debits process create one direct debit that corresponds to the net of all debit and credit open items for the selected business unit, customer, due date, and currency.

This field is not available if the Exclude Credit Items field is not selected.

Use Entry Type

Select to use the direct debit profile that you assigned to the entry type for the item on the Entry Type page instead of the direct debit profile that you assigned to the bill to customer. The Create Direct Debits process selects only items for which the entry type matches the direct debit profile that you select on the run control page and the process uses that profile to determine the processing options.

Note. If you do not assign a direct debit profile to an entry type, the system uses the direct debit profile that you assigned to the bill to customer.

Create Negative Direct Debit

Select to indicate that the Create Direct Debit process (AR_DIRDEBIT) creates negative direct debits.

This field does not appear if the Net Debit/Credit Amounts? field is not selected.

For more information about the Create Direct Debit process:

See Creating and Working with Direct Debits.

Email Notify

Select to indicate that the Bill To customer should receive a remittance advice through e-mail. This applies to all Bill To customers who are associated with this direct debit profile

Also enables the delivery of Direct Debit (DD) remittance advice information to a customer contact using e-mail. You must select this check box in the Direct Debit profile and set up a customer contact in order to notify the assigned customer contact that the customer's bank has been instructed to withdraw money from the customer's account in their bank.

Note. An e-mail is also sent when a canceled direct debit is reprocessed. However, the system does not send an e-mail when a direct debit payment cancellation occurs.

Remit to Bank Details

Bank and Account

Enter the bank ID and account number into which the funds are deposited.

EFT Layout (electronic funds transfer layout)

Select the EFT layout that you use to request the funds. The system populates this field with the default EFT layout that you assigned to the bank account on the Collection Methods page. Override the layout if needed.

Important! If you selected the Prenote Required check box on this page, the system runs an edit to verify that the EFT Layout if valid for Prenotes.

 

Settle by

Displays the remittance method that you assigned to the EFT layout on the Collection Methods page for the bank account. Values are:

01 Financial Gateway: Sends the settlement request through the Financial Gateway option in PeopleSoft Cash Management. The Financial Gateway option creates the EFT files and submits them to the bank. You receive acknowledgement statuses from the Financial Gateway option.

02 Format EFT: Generates an EFT file in PeopleSoft Receivables, which you send to the bank manually or through a third-party integration.

The Create Direct Debits process assigns the remittance method to each direct debit that it creates. When you run the processes to create direct debits, each process checks the Settle by field for the direct debit to determine whether to process the direct debit.

See Understanding the Direct Debit Remit Process.

Click to jump to parent topicSetting Up EFT Reason Codes for Direct Debits

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding EFT Reason Codes

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

Click to jump to top of pageClick to jump to parent topicPage Used to Set Up EFT Reason Codes for Direct Debits

Page Name

Definition Name

Navigation

Usage

EFT Reason Codes (electronic funds transfer reason codes)

EFT_BANK_REASON

Set Up Financials/Supply Chain, Common Definitions, EFT, EFT Reason Codes, EFT Reason Codes

Set up reason codes for direct debit processing.

Click to jump to top of pageClick to jump to parent topicSetting Up EFT Reason Codes for EFT

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

Reason Code

Enter a user-defined reason code and description.

Event

Select the appropriate direct debit business event. Values are:

Cancel: Changes the status in the Direct Debit Control table (PS_DD_CONTROL) for the direct debit to Rejected.

Cash at Due Date: Changes the status in the Direct Debit Control table to Complete.

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

Reason Code

Description

Action

50001

Customer bank account closed.

Cancel direct debit.

50003

Insufficient funds.

Cancel direct debit.

50004

Unapproved by customer.

Cancel direct debit.

50006

Incorrect due to technical problems at issuer bank.

Cancel direct debit.

50007

Incorrect due to technical problems at customer bank.

Cancel direct debit.

50008

Payment stopped by issuer.

Cancel direct debit.

50009

Incorrect due to nontechnical reasons.

Cancel direct debit.

50010

Payment collected.

Apply cash.

Click to jump to parent topicSelecting EFT Layouts

Oracle provides several delivered EFT layouts that are used for:

Electronic Payments

These EFT layouts are used to receive electronic payments:

EFT File Layout Codes

Description

Country

EDI

Use to receive electronic payments and remittances from the bank.

United States

KIJ

Use Kijitsu for inbound transmissions.

Japan

Direct Debits

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

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

EFT File Layout Code

Description

Country

BACS

Use for outbound transmissions.

United Kingdom

BECS

Use for outbound transmissions. Bulk Electronic Clearing System.

Australia

CLIEOP2

Use for outbound transmissions.

Netherlands

CLIEOP3

Use for Euro-compatible outbound transmissions.

Netherlands

CPA005

Use for outbound transmissions. Canada Pay Association.

Canada

CSB19

Use for outbound transmissions.

Spain

CSB43

Use for outbound transmissions.

Spain

DDRD

Use for outbound transmissions.

Japan

DOM80

Use for outbound transmissions.

Belgium

DTAUS

Use for outbound transmissions.

Germany

ETBDD

Use for outbound transmissions.

France

RID

Use for inbound and outbound transmissions.

Italy

SEPA

Use for Single Euro Payments Area transmissions.

Europe

UFF

Use for outbound transmissions. Universal File Format.

United States

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

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

Format ID

Format Name

820 ACH

EDI 820 payment format for ACH

CCD

NACHA CCD payment format

CCD+

NACHA CCD+ payment format

CTX

NACHA CTX payment format

PAYMENTEIP

PeopleSoft XML Format, PAYMENT_DISPATCH EIP Message

PPD

NACHA PPD payment format

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

See Defining Bank Integration Layouts for Payments.

U. S. Federal Agency Interfaces

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

See Also

Setting Up EFT Processing

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

Click to jump to parent topicSetting Up Rules for Overdue Charges

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding Overdue Charge IDs

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

Click to jump to top of pageClick to jump to parent topicPages Used to Set Up Rules for Overdue Charges

Page Name

Definition Name

Navigation

Usage

Overdue Charging - Setup 1

OVERDUE_CHG_TABLE1

Set Up Financials/Supply Chain, Product Related, Receivables, Credit/Collections, Overdue Charging, Setup 1

Define overdue charge IDs and some basic rules for how to calculate overdue charges.

Overdue Charging - Setup 2

OVERDUE_CHG_TABLE2

Set Up Financials/Supply Chain, Product Related, Receivables, Credit/Collections, Overdue Charging, Setup 2

Define the conditions under which items should be excluded from overdue charges.

Click to jump to top of pageClick to jump to parent topicDefining Overdue Charge IDs

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

Create Overdue Charge Document

Select to create an overdue charge document to send to a customer. This document contains only overdue charges, not any of the customer's existing open items, and does not affect the customer's balance.

Create Charge by Item Line

Select to create a separate line item for each overdue charge. This selection enables users to see a separate line for the principal and each overdue charge type on the payment worksheet. It also enables the user to pay each of the charges before reducing the principal of the item. If you deselect this check box, users will see a single line item that includes a lump sum amount of the principal and all overdue charges.

Create A Group To Post Charges

Select to create an overdue charge group to be posted and to increment the customer's account based on the charges. This option does not create a document of any kind, but creates one overdue charge group per business unit requested on the run control. The process creates a group that has a group type of F.

If you need to create a statement that has new overdue charges invoices and the customer's existing open items:

  1. Select the Create A Group To Post Charges check box on this page.

  2. Generate overdue charges.

  3. Run the Receivable Update process for the business units of the newly created overdue charge group.

  4. Generate the statement.

One Time Charge Flag

Select to indicate whether the Overdue Charges Application Engine process (AR_OVRDUE) should create an overdue charge only once or multiple times by checking for a last assessed date. If you select this check box, the process creates an overdue charge only once for an item; otherwise, the process continues to create overdue charges until the item is closed.

Include Prior Charges

Select to include prior overdue charges in the calculation of the current balance.

Assign Once Per Item

Select to have the system check to determine whether any overdue charges exist for any of the current items that qualify for overdue charging for this specific overdue charge ID. If a charge exists for one or more items, the system does not calculate a new charge; however, the system calculates this type of overdue charge for any qualified items that do not have any charges assessed against them. After these charges are assessed against these items, the system prevents them from being charged again.

Overdue Charge Rate Type

Select the value that determines how the system calculates the overdue charge. Values are:

Fixed Amt (fixed amount): Creates an administrative or punitive charge for the amount that you enter in the Fixed Amt (fixed amount) field.

Percentage: Calculates a charge using the percentage rate in the Percent field.

Prime Plus: Calculates a charge using the prime rate that you enter on the Overdue Charges run control page plus the percentage rate that you enter in the Percent field.

Days Between Charges

Enter the number of days that the system must wait before reassessing overdue charges for items that have already been evaluated for overdue charging. The Overdue Charges process uses this value differently depending on whether an item has already had an overdue charge assessed.

If an item has a previous overdue charge, the system compares the value in the Days Between Charges field to the number of days between the date of the current overdue charge run and the date of the previous overdue charge.

Grace Days

Enter the number of grace days that the system uses in combination with the basis date to determine whether the item is overdue for items that has had no previous overdue charges. If you want the trigger for the overdue charges and the amount of the overdue charges to be calculated based on the same day, enter 0.

Overdue charge calculations use the grace days that are defined here, not the grace due days that are associated with the business unit, customer, or item. Those grace days refer to the due date, which may not be the same as the overdue charge basis date.

Days in Calculation Year

Enter a number to determine the number of days in the year, such as 365 or 366, that represents an annual basis for the interest calculation. The system uses the basis date to determine how many days the item is overdue.

Field Name

Select the date field that is used as the basis date for calculating the overdue charges. Values are:

ACCOUNTING_DATE: The date that the account entry was entered into the system.

ASOF_DT: The as of date that is entered on the pending item.

DUE_DT: The date that a transaction is due.

USER_DT1 to USER_DT4: An additional date that is defined by the user.

Entry Type

Displays the entry type that you defined for overdue charges. All overdue charge items have this entry type.

Entry Reason

Select one of the entry reasons that is assigned to the overdue charge entry type. The system uses this entry reason for all overdue charge items that the Overdue Charges process creates using this overdue charge ID. The entry type and entry reason determine the correct accounting distribution for each charge. To process an overdue charge manually or automatically, the automatic entry type and reason code must be identical to the item entry type and reason code.

See Also

Generating Customer Statements

Click to jump to top of pageClick to jump to parent topicDefining Exclusions from Overdue Charges

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

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

Select either a detail level or summary level for overdue charges.

If you want a detail level, deselect the Add An Item check box and enter a minimum item charge. The overdue charges appear as activity against the original item, and one overdue charge appears for each open item using the same item ID as the open item. This method has the effect of adding the overdue charge to the original item and increasing its balance.

If you want a summary level, select the Add An Item check box and enter a minimum business unit charge. The system combines all overdue charges in one new item that posts to the customer's account. For example, if a customer has 10 past-due items that qualify for overdue charges, the system creates one overdue charge. This method increases the customer's balance without affecting the balance of the original item. This method enables you to increase the calculated charge to a minimum amount for a customer and business unit combination.

Currency

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

Item Exclusion Options

Exclude Collection Items and Exclude Disputed Items

Select to prevent items from appearing on overdue charges invoices if they are marked for collection or dispute.

Exclude Credit Items

Select to prevent credit memos, on-account payments, and prepayments from appearing on overdue charges invoices.

Exclude Deduction Items

Select to prevent deduction items from appearing on overdue charges invoices.

Exclude Items < (exclude items less than)

Select to exclude overdue charges that are less than the amount specified.

Cancel Document Options

Cancel Collection Customer and Customer Is In Dispute

Select to prevent the generation of overdue charges invoices for customers who are marked for collection or dispute on the Credit Profile page.

The system creates an invoice if the correspondence group to which the customer belongs has other eligible open items. The system does not create an invoice if the correspondence customer itself is in collection or dispute.

Document Has Credit Total

Select to have the Overdue Charges process bypasses invoices with a negative total.

Document Total < (document total less than)

Select this check box and enter a monetary limit to prevent the system from generating invoices when the total of items on the invoice is less than a certain amount specified.

The Document Has Credit Total and Document Total < check boxes apply to the balance of the invoice, which is always at the correspondence customer level. Therefore, a customer with a small debit balance is overridden by a customer with a larger credit balance if both customers belong to the same correspondence customer, and the system creates the invoice.

Click to jump to parent topicSetting Up Write-Off Approval Workflow

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

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

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

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

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

  2. PeopleSoft Approval Framework, documented in the PeopleSoft 9.1 PeopleBook: Approval Framework. The PeopleTools Workflow Technology workflow requires advanced technical skills in PeopleSoft PeopleTools to create and maintain workflow; in contrast, the Approval Framework provides an alternative workflow that is much easier to create and maintain. For example, all of the steps in Approval Framework are defined by means of PeopleSoft pages rather than the underlying PeopleSoft PeopleCode, so functional users can design and maintain workflow using these online PeopleSoft pages without technical developers having to create workflow rules.

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

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

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

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

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

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

  5. Define users within the workflow process.

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

  7. Configure the approval transactions within the Approval Framework.

  8. Create or modify notification template definitions.

  9. Set up process definitions within the Approval Framework.

  10. Enable e-mail approval.

  11. Set up URL for e-mail notifications.

  12. Activate approval workflow for write-off amounts.

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

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

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

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

See Write-off Tolerances.

Define the Maximum Write-Off Amount for the Customer Level

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

See Write-Off Info.

Define the Maximum Write-Off Amount for the User

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

See Defining Receivables Write-off and Discount Tolerances.

Create the List of Approvers Within the Approval Framework

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

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

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

See PeopleSoft 9.1 PeopleBook: Approval Framework, "Defining Notification Templates and Users for Approval Framework," Defining User Lists.

Define Users Within the Workflow Process

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

For users within PeopleSoft Receivables:

See PeopleSoft 9.1 PeopleBook: Approval Framework, "Defining Notification Templates and Users for Approval Framework," Defining Users for Approval Framework.

Review the Approval Transaction Registry Within the Approval Framework

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

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

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

Enable Notifications

Determine what type of notifications your company will use. The options include:

  • Disable Email and Worklist

  • Email Notification Only

  • Enable Email and Worklist

  • Worklist Notification Only

Notification Strategy

Specify whether to allow e-mail to be processed immediately (Online Processing) or offline (Offline Processing) through NEM (Notification and Escalation Manager).

Use Email Approvals

Click to use e-mail approvals with workflow.

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

See PeopleSoft 9.1  PeopleBook: Approval Framework, "Defining the Approval Transaction Registry."

Configure the Approval Transactions Within the Approval Framework

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

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

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

Process ID

Event

Participant

Channel

Template

ARPaymentWriteOff

On Final Approval

Requester

Both

Payment WO Approved

 

Push Back

Approvers

Both

Payment WO Push Back

 

On Final Denial

Requester

Both

Payment WO Denied

 

Route for Approval

Approvers

Both

Payment WO Approval

 

Route for Review

Reviewers

Both

Payment WO Review

ARDraftWriteOff

On Final Approval

Requester

Both

Draft WO Approved

 

Push Back

Approvers

Both

Draft WO Push Back

 

On Final Denial

Requester

Both

Draft WO Denied

 

Route for Approval

Approvers

Both

Draft WO Approval

 

Route for Review

Reviewers

Both

Draft WO Review

ARMaintWriteOff

On Final Approval

Requester

Both

Maint WO Approved

 

Push Back

Approvers

Both

Maint WO Push Back

 

On Final Denial

Requester

Both

Maint WO Denied

 

Route for Approval

Approvers

Both

Maint WO Approval

 

Route for Review

Reviewers

Both

Maint WO Review

A channel value of Both means e-mail and worklist notification.

See PeopleSoft 9.1 PeopleBook: Approval Framework, "Defining the Approval Transaction Registry," Configuring Approval Transactions.

Create or Modify Notification Template Definitions

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

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

Set Up Process Definitions Within the Approval Framework

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

Process ID

Approver User List

Amount Record

Amount Field

ARPaymentWriteOff

WriteOffApprovers defined on the User List Definition page

PAYMENT

WO_ITEM_AMT

ARDraftWriteOff

WriteOffApprovers defined on the User List Definition page

DRAFT_CONTROL

WO_ITEM_AMT

ARMaintWriteOff

WriteOffApprovers defined on the User List Definition page

WS_CONTROL

WS_TOTAL_WO

See PeopleSoft 9.1 PeopleBook: Approval Framework, "Setting Up Approval Framework Process Definitions," Defining the Setup Process Definitions Component.

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

Enable E-mail Approval

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

Perform the following setup steps to enable e-mail approval:

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

    See PeopleSoft 9.1 PeopleBook: Approval Framework, "Using Email Collaboration."

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

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

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

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

  6. Schedule the PeopleSoft Application Engine program EOAWEMC to read and process e-mail approvals.

See PeopleSoft 9.1 PeopleBook: Approval Framework, "Using Email Collaboration," Understanding Email Collaboration.

Set Up URL for E-mail Notifications

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

Activate Approval Workflow for Write-Off Amounts

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

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

See Defining Payment Options.

See Also

Approving Write-Off Amounts Using Workflow

Click to jump to top of pageClick to jump to parent topicPages Used to Set Up Write-Off Approval Workflow

Page Name

Definition Name

Navigation

Usage

Receivables Options - General 1

BUS_UNIT_OPT_AR1

Set Up Financials/Supply Chain, Business Unit Related, Receivables, Receivables Options, General 1

Define the write-off tolerances for the business unit level.

General Information - Bill To Options

CUST_BILLTO_OPT

Customers, Customer Information, General Information, Bill To Options

Define the write-off tolerances for the bill-to customer level.

User Preferences-Receivables Data Entry 2

OPR_DEF_TABLE_AR2

Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences, Receivables Data Entry 2

Specify write-off tolerances for the user.

User List Definition

PTAF_USER_LIST

Enterprise Components, Approvals, Approvals, User List Setup

Define user-list definitions. As part of sample data, PeopleSoft Receivables delivers a user list named WriteOffApprovers to be used for write-off approvals.

User Profiles - Roles

USER_ROLES

PeopleTools, Security, User Profiles, User Profiles

Select the Roles tab.

Attach workflow roles to users.

User Profiles - Workflow

USER_WORKFLOW

PeopleTools, Security, User Profiles, User Profiles

Select the Workflow tab.

Define supervisors and worklist users.

Register Transactions

EOAW_TXN

Enterprise Components, Approvals, Approvals, Transaction Registry

Register an application with the approval framework.

Configure Transactions

EOAW_TXN_NOTIFY

Enterprise Components, Approvals, Approvals, Transaction Configuration

Use the Configuration Transactions page to configure how the system uses the particular implementation of approval triggers.

Setup Process Definitions

EOAW_PRCS_MAIN

Enterprise Components, Approvals, Approvals, Approval Process Setup

Define workflow approval process stages.

Criteria Definition

EOAW_CRITERIA

Click the Criteria link from the Setup Process Definitions page in the Steps section.

Define criteria for the workflow approval step to launch write-off approvals.

Generic Template Definition

WL_TEMPLATE_GEN

PeopleTools, Workflow, Notifications, Generic Templates

Use the Generic Template Definition page to establish a common format for all ad hoc notifications.

Receivables Options - Payment Options

BUS_UNIT_OPT_AR2

Set Up Financials/Supply Chain, Business Unit Related, Receivables, Receivables Options, Payment Options

Select the Enable Write-off Workflow check box to activate workflwo for write-off amounts.

Click to jump to parent topicUnderstanding the Financials Audit Framework for PeopleSoft Receivables

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

Click to jump to top of pageClick to jump to parent topicUnderstanding the Financials Audit Framework for PeopleSoft Receivables

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

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

See PeopleTools PeopleBook: Data Management, "Using PeopleSoft Data Archive Manager."

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

Document Name

Event Name

AR Deposit

Create the Deposit

 

Delete the Deposit

 

Post the Deposit

   

AR Customer Draft

Accepted

 

Worksheet Approved

 

Complete

 

Draft Created

 

Oh Hold

 

Worksheet Rejected

 

Remitted to Bank

 

Worksheet Built

   

AR Item

AR Rebate

 

AR Revenue Estimate

 

Auto Maintenance

 

Credit Card Worksheet

 

Condition Monitor

 

Create Item

 

Apply Direct Debit

 

Cancel Direct Debit

 

Post Direct Debit

 

Draft Worksheet

 

Dun Item

 

Maintain Item

   

AR Pending Item

Create Pending Item

 

Delete External Pending Item

 

Delete Pending

 

Post Pending Item

 

Update External Pending Item

 

Update Pending Item

   

AR Payment

Payment Applied

 

Credit Card Applied

 

Credit Card Worksheet

 

Create Payment

 

Delete Worksheet

 

Delete Payment

 

Directly Journaled Payment

 

Post Payment

 

Payment Predictor Applied

 

Payment Predictor Worksheet

 

Unpost Payment

 

Update Worksheet

 

Create Worksheet

Click to jump to parent topicSetting Up Item Audit Options

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding Audit History Options

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

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

Click to jump to top of pageClick to jump to parent topicPage Used to Define Item Audit Options

Page Name

Definition Name

Navigation

Usage

Audit Control

AUDIT_CNTRL_TBL

Set Up Financial/Supply Chain, Product Related, Receivables, Credit/Collections, Audit Control, Audit Control

Select the fields on the Item table for which you want to create audit history.

Click to jump to top of pageClick to jump to parent topicSelecting Fields for Auditing

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

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

Click to jump to parent topic Set up Collections Workbench Components

This section presents an overview and discusses how to:

Click to jump to top of pageClick to jump to parent topicUnderstanding the Collections Workbench Setup Components

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

See Using the Collections Workbench.

Click to jump to top of pageClick to jump to parent topicPages Used to Define Collections Workbench Setup Components

Page Name

Definition Name

Navigation

Usage

Collections Workbench Customer Detail Fields

AR_CWB_CD_FIELDS

Set Up Financials/Supply Chain, Product Related, Receivables, Workbench, Customer Details Fields, Collections Workbench Customer Details Fields page

Set up Collections Workbench customer details fields.

Collections Workbench Tabs

AR_CWB_TABS

Set Up Financials/Supply Chain, Product Related, Receivables, Workbench, Tabs, Collections Workbench Tabs page

Set up Collections Workbench tabs.

Collections Workbench Actions

AR_CWB_ACTIONS

Set Up Financials/Supply Chain, Product Related, Receivables, Workbench, Actions, Collections Workbench Actions page

Set up Collections Workbench actions.

Maintain Personalizations - Personalization Search

AR_CWB_OPTION_SRCH

Set Up Financials/Supply Chain, Product Related, Receivables, Workbench, Personalization, Maintain Personalizations - Personalization Search page

Perform a search based on selected personalization levels and text.

Personalize Content

AR_CWB_ALL_OPTION

  • Select All Users as the Personalization Level on the Maintain Personalization – Personalization Search page.

  • Select By Role as the Personalization Level on the Maintain Personalization – Personalization Search page, click the Search button on this page, and click the link associated with a role ID listed in the Search Results.

  • Select By User as the Personalization Level on the Maintain Personalization – Personalization Search page, click the Search button on this page, and click the link associated with one a User ID listed in the Search Results.

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

Look Up Field

AR_CWB_FLDLKUP_SEC

Click the Search icon next to the Row "n", Column "n"field value cell on the Personalize Content page to display the Look Up Field page.

Change the category and field value that apply to the selected field value cell in the grid on the Personalize Content page.

Click to jump to top of pageClick to jump to parent topicSetting Up Collections Workbench Customer Details Fields

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

Field Category

Before you can access this page, you must select one of these field categories and click the Search button on the Customer Details Fields page.

  • Activity Field

  • Balances Field

  • General Field

  • Metrics Field

  • User Field

Field Value

Enter a field value for each field based on the way you want the fields to appear on the Collections Workbench. The remaining fields are system defined and read-only.

Click to jump to top of pageClick to jump to parent topicSetting Up Collections Workbench Tabs

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

Description

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

Click to jump to top of pageClick to jump to parent topicSetting Up Collections Workbench Actions

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

Description

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

URL (Uniform Resource Locator)

Enter or copy a URL

A URL is the address of a specific Web site or file on the Internet.

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

Click to jump to top of pageClick to jump to parent topicPersonalizing the Content of the Collections Worbench for All Users, by Role, or by User ID

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

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

Action List

Select one of these options that control the display of the Action List group box on the Collections Workbench page.

  • Always Hide

  • Collapse Upon Entry

  • Expand Upon Entry

Customer Details

Select one of these options that control the display of the Customer Details group box on the Collections Workbench page.

  • Always Hide

  • Collapse Upon Entry

  • Expand Upon Entry

View Customer Message Alert

Select this check box if you want a Customer Messages link to appear on the Collections Workbench page to alert you about the existence of customer messages.

If you leave this check box blank, the Customer Messages link will not appear on the Collections Workbench page.

The check box is selected by default.

Personalize Customer Details Section

Category

Select one of these categories to appear as the default on the Look Up Field page for each field. You can override this value on the Look on the Look Up Field page.

  • Activity Field

  • Balances Field

  • General Field

  • Metrics Field

  • User Field

Row "n" and Column "n"

The rows and columns contain the field values that you want to list on the Collections Workbench Customer Details page.

You can click the search icon next to each field value to access the Look Up Field page which contains the fields that belong to the category:

  • Category

    The default category that you selected at the top of this Summary section appears in this field. You can override this category.

    For example, if the category is currently General Field, you can select customer address fields or customer contact fields to appear in the cell of the Customer Details box on the Collections Workbench. If the category is currently Balances, you can select the customer outstanding balance field, or the past due amount field, or other balance amount fields, to appear in the cell of the Customer Details box on the Collections Workbench.

  • Field Value

    If you select a different category for the selected field value cell on the grid, you can select a new field value for the cell that applies to the newly selected category.

    For example, the field value in the cell on the Personalize Content page on Row 1 and Column 1 is currently Bill To Address 1 and it has General as the category to the right of the cell that contains the field value.

    When you click Search icon next to the Bill To Address 1 field cell, the Look Up Field page displays. You change the General Field category to Activity Field. Remove the Bill To Address 1 from the Field Value and click the Lookup button. A list of field values displays for the Activity Field category. For this example, you choose Last Payment Date for the Field Value. The Personalize Content page re-displays with the Field Value Last Payment Date appearing in the Row 1, Column 1 cell with the category Activity displaying to the right of the field.

    The field values defined in the rows and columns will appear in the Customer Details box on the Collections Workbench. The Customer Details box can hold up to 27 fields in 9 rows with 3 field values in each row. If you remove all fields in the bottom row, the space on the Collections Workbench page will be claimed back, and the Customer Details box will shrink to fit the remaining fields. If you add a field in the bottom row that was previously empty, the Customer Details box will grow to list that new field. Personalizations defined for a specific user ID will override those personalizations defined for a role. Personalizations defined for a role will override the personalizations defined for all users.

Click to jump to parent topic(USF) Setting Up the Receivables Due From the Public Report

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding the Receivables Due From the Public Report

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

This section discusses:

Entity Codes and Receivable Types

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

Entry Types

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

Entry Type Code

Description

ADMIN

Administrative Charge

FC

Finance Charge

OC

Overdue Charge

PY

Payment

WO

Write-off

TAXES

Tax Receipts

AD

Adjust Write-off

ADR

Adjustments Reclassified

ADS

Adjustments to Sale of Assets

ADC

Adjustments - Consolidations

RD

Rescheduled Debt

Delinquency Codes

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

Delinquency Code

Description

AGN

By Agency

OTP

Other Third Party

AST

Asset Sales

PCA

Private Collection Agency

TOP

At Treasury for Offset

WGR

Wage Garnishment

CLO

Closed Out

NA

Non-Delinquent

BKR

In Bankruptcy

FRB

Forbearance/Formal Appeals

FRC

In Foreclosure

LIT

In Litigation

IOS

Eligible for Internal Offset

TXS

At Treasury Cross Servicing

OF%

Exempt from Treasury Referral

DET

Debt Exempted by Treasury

DC%

Debt Collection

Customer Types

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

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

See Also

Setting Up Entry Types and Reasons

Adding Customer Names and Levels and Assigning Roles

Click to jump to top of pageClick to jump to parent topicPages Used to Set Up the Receivables Due from the Public Report

Page Name

Definition Name

Navigation

Usage

Installation Options - Receivables

INSTALLATION_AR

Set Up Financials/Supply Chain, Install, Installation Options, Receivables

Enable the fields and buttons that are associated with the Receivables Due From the Public report to appear on business unit, pending item entry, and item maintenance pages.

Reporting Entity Code

ENTITY_TBL

Set Up Financials/Supply Chain, Product Related, Receivables, Options, Reporting Entity Code, Reporting Entity Code

Define report entity codes for the government agencies or divisions to which the Receivables Due From the Public report is submitted.

Receivable Type

REC_TYPE_TBL

Set Up Financials/Supply Chain, Product Related, Receivables, Options, Receivable Type, Receivable Type

Define codes that represent the loan types.

Delinquency Code

DELINQ_TBL

Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Delinquency Code, Delinquency Code

Define delinquency codes.

Click to jump to top of pageClick to jump to parent topicDefining Report Entity Codes

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

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

Click to jump to top of pageClick to jump to parent topicDefining Receivable Type Codes

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

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

Click to jump to top of pageClick to jump to parent topicDefining Delinquency Codes

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

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

Click to jump to parent topic(USF) Setting Up Agency Location Codes

To set up agency location codes, use the Agency Location component (AGENCY_LOC_CD).

This section provides an overview of agency location codes and discusses how to:

Click to jump to top of pageClick to jump to parent topicUnderstanding Agency Location Codes

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

Click to jump to top of pageClick to jump to parent topicPages Used to Set Up Agency Location Codes

Page Name

Definition Name

Navigation

Usage

Agency Location Code

AGENCY_LOC_CD

Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, Agency Location Code

Define agency location codes.

GWA Reporting Options (Governmentwide Accounting Reporting Options)

AGENCY_LOC_CD2

Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, GWA Reporting Options

Maintain the business activity type and the reporter category codes.

Click to jump to top of pageClick to jump to parent topicDefining Agency Location Codes

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

Enter agency name and address information.

Click to jump to top of pageClick to jump to parent topicMaintaining Business Activity Types and Reporter Category Codes

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

Business Activity

Select the business activity type for this agency location code. Values are:

  • CashLink Only

  • IPAC Only (Intra-Governmental Payment and Collection only)

  • IPAC and CashLink

  • IPAC and TDO Payments (IPAC and Treasury Disbursing Office payments)

  • IPAC, CashLink and TDO Pymts (IPAC, CashLink, and TDO payments)

  • No Business Activity Type

  • TDO Payments Only

  • TDO Payments and CashLink

Reporter Category

Select the GWA reporter category for this agency location code.

Note. The reporter category can be equivalent to the business activity type, a subset of the business activity type, or nonreporter. For example, if you select the IPAC and CashLink business activity type, the valid selections are IPAC Only, CashLink Only, IPAC and CashLink, or Non Reporter.

Click to jump to parent topic(USF) Setting Up Memo Status Codes

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

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

Click to jump to top of pageClick to jump to parent topicUnderstanding Memo Status Codes

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

Code

Description

FOREBEAR (In forbearance or appeal)

The item is in a formal appeals process or a forbearance program.

FORECLOSE (In foreclosure)

The item is in foreclosure because the agency received payment by seizing collateralized property. A notice of default for the item has been filed.

GARNISH (In wage garnishment)

An agency is pursuing the delinquent item by garnishing an employee's wages.

RESCHEDULE (Rescheduled)

The terms and conditions have been changed to facilitate the payment of the item. Rescheduled receivables are not considered delinquent unless the debtor fails to pay under the revised terms.

WAIVE (Waived/unwaived)

An agency has waived payment of the item or fees that are associated with the item.

ELIGBOFF (Eligible for offset)

A delinquent item is eligible for referral to the U.S. Department of Treasury for offset.

REFOFF (Eligible for internal collection)

The item has been referred to the U.S. Department of Treasury for offset.

ELGBINT (Eligible for internal collection)

The item is eligible to be collected by an internal agency.

ELGBCROSS (Eligible for cross-servicing)

The item is eligible for referral to the U.S. Department of Treasury or a designated debt collection center for cross-servicing.

REFCROSS (Referred for cross-servicing)

The item has been referred to the U.S. Department of Treasury or a designated debt collection center for cross-servicing.

REFCOLL (Referred to private collection)

The item has been referred to a private collection agency.

REFJUST (Referred to Dept of Justice)

The item is in litigation at either the U.S. Department of Justice or at an agency with the statutory authority to litigate.

OFFSET (Collect by other methods)

Part of the outstanding item amount can be collected by other methods, such as tax refund or wage garnishments.

SUSPENDED (Suspended)

The debtor cannot currently pay for the item, and the collection actions have been suspended or terminated.

COMPROMISE (Compromised)

The open item amount has been compromised with the debtor and payment has been received. The agency must determine whether to report this to the IRS on a 1099-C and get it off the books.

WRITEOFF (Written-off)

The agency has determined that it cannot collect the payment for item. The debt can be reported as written-off.

CLOSEOUT (Closed out)

The agency has decided to write off the item.

Click to jump to top of pageClick to jump to parent topicPage Used to Set Up Memo Status Codes

Page Name

Definition Name

Navigation

Usage

Memo Status Codes

MEMO_STATUS_TBL

Set Up Financials/Supply Chain, Product Related, Receivables, Options, Memo Status Codes, Memo Status Codes

Add and maintain memo status codes.

Click to jump to parent topicSetting Up User-Defined Fields

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

The USER1 through USER10 fields are one-character fields. You should modify the field length to meet the requirements of your organization.

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

See Also

PeopleTools PeopleBook: PeopleSoft Application Designer Developer's Guide