(USF) Submitting Transactions Between Agencies Using the IPAC System

Pages Used to Submit Transactions Between Agencies Using IPAC

Page Name	Definition Name	Navigation	Usage
View/Update Item Details - Detail 1	ITEM_MAINTAIN	select Accounts Receivable, then select Customer Accounts, then select Item Information, then select View/Update Item Details, then select Detail 1	Change information about open and closed items.
Receivable IPAC Transactions	AR_IPAC_SEC	Click the Transfer to IPAC Transactions link on the View/Update Item Details - Detail 1 page.	Enter information required by IPAC.
IPAC Description	AR_IPAC_DESCR_SEC	Click the Description link on the Receivable IPAC Transactions page.	Enter a detailed description for an IPAC transaction.
IPAC Miscellaneous Description	AR_IPAC_MISC_SEC	Click the Misc Info (miscellaneous information) link on the Receivable IPAC Transactions page.	Enter additional text to describe an IPAC transaction and additional sender and receiver information.
Post SGL Comments	AR_IPAC_SGLCMT_SBP	Click the SGL Comments link on the Receivable IPAC Transactions page.	Enter standard general ledger comments.
Override Options	PRCSDEFNOVRD	select PeopleTools, then select Process Scheduler, then select Processes, then select Override Options	Enter override options for the Format EFT File process.
AR IPAC Run Request	IPAC_EXP_RQST	select Accounts Receivable, then select Receivables Maintenance, then select Request IPAC Interface, then select AR IPAC Run Request	Run the Format EFT File process, which creates a file that can be uploaded to IPAC.

Understanding IPAC Processing

The IPAC system is maintained by the U.S. Department of Treasury for intra-governmental transactions. The IPAC system transmits billing information electronically, using a formatted file, to the U.S. Department of Treasury specifications so that bills and payments can be applied to the correct account. If your organization requires that you use the IPAC system, you can use PeopleSoft Receivables to create an extract file with receivables data that you send to the U.S. Department of Treasury. Some types of data you send using IPAC processing are required. Others can be configured to be required in your system, depending on business cases your agency may have to make certain IPAC information required or to leave it as optional. You create a request to collect funds from customers that are federal agencies by creating a flat file in PeopleSoft Receivables and sending the file online or in a bulk file connection to the IPAC system. PeopleSoft Receivables supports IPAC Bulk File Formats for Federal Program Agencies, Version 3.0, which was issued to accommodate the implementation of the component TAS.

PeopleSoft Receivables supports four types of IPAC transactions:

Collection, which is associated with the 810 format.

Use this transaction type to collect funds from other agencies.
Adjustment, which is associated with the 812 format.

Use this transaction type to correct payment or collection information received by your agency, including the amount and the Standard General Ledger (SGL) account information. This transaction type is not available if you initiated the IPAC transaction.

Note: A credit item cannot be selected for refund processing until an IPAC adjustment transaction is entered. If an item that belongs to a customer, who requires IPAC processing, is selected for refund and the adjustment transaction is not created for the item, then an error message appears on the Maintenance Worksheet - Worksheet Application page.
Zero dollar, which is associated with the 835 format.

Use this transaction type to add or change collection information that you sent in an earlier transmission. This transaction type does not change the transaction amount or SGL account information.
Post SGL, which is associated with the 840 format.

Use this transaction type to add or change SGL account information for previously received or sent transactions. You can add or change the sender's information, the receiver's information, or both.

The system includes transactions in the file only if they are marked as Not Processed in the IPAC record.

PeopleSoft Financials supports the following requirements for IPAC transactions:

CGAC (Common Government-wide Accounting Classification)-compliant Sender TAS for GWA reporters
CGAC-compliant Receiver TAS for GWA reporters
Sender BETC default
Receiver BETC default

The system also supports STAR string TAS for non-GWA Reporters.

The following diagram shows the flow of IPAC information.

Image: IPAC processing from your agency to the Treasury Department to another agency where payments are created

This diagram shows the flow of IPAC information. Your agency creates an item, enters the IPAC information, and creates an EFT file, which is sent to the Treasury Department and updated in the IPAC system. The Treasury Department sends the IPAC file to another agency, which creates the payment

If an IPAC transaction has been processed, the item and the group of items it belongs to cannot be unposted. If IPAC items are bundled and posted, but the file is not sent immediately to the Treasury Department, the bundled items can be unposted only in the time frame before sending to the Treasury Department. A suggestion would be to group all IPAC items into one group to be processed by IPAC on the same date. If the items were posted and a period of time elapsed before sending to IPAC, in this window, the group could be unposted.

Prerequisites

Before you export PeopleSoft Receivables transactions to IPAC:

(Optional) Determine business need for additional required IPAC fields for transaction processing, and define selected IPAC fields as required.
Enable the IPAC interface on the Installation Options - Receivables page.
Assign an IPAC billing agency location code and sender DO (disbursing office) to a SetID for each business unit.
When defining customers, select the options for the IPAC interface and the customer agency location code.
Select a primary IPAC contact for each customer.

Receivables Update Processing

If you want to automatically supply the SGL account information, you must perform these tasks:

Create entry event codes that include the WS-01 step for the ARUPDATE entry event process on the Entry Event Code Definition page.
Add two ChartField attributes for accounts to which IPAC processing applies on the ChartField Attributes page:
- IPAC: Enter Y for the ChartField attribute value.
- USSGL: Enter the four-character SGL account that you want to interface with the IPAC system for the ChartField attribute value.

When you run the Receivable Update process (ARUPDATE), the system compares the GL accounts in the entry event code definition to the Account ChartField attributes to determine whether IPAC processing applies. If IPAC processing applies, the system uses the four-character GL account that you enter for the USSGL attribute value to populate the SGL Account fields.

If invoices are loaded from an external billing source, the IPAC interface option is selected on the Installation Options - Receivables page, and the IPAC interface option is selected for the customer who is associated with the invoice, then the Receivable Update process performs these edits:

Billing ALC - The pending item is marked in error if the ALC is not defined on the Receivables Business Unit options page.
Sender DO - The pending item is marked in error if the sender do is not defined on the Receivables Business Unit options page.
Customer ALC - The pending item is marked in error if the ALC is not defined on the Customer-General Options page.
Sender TAS - The pending item is marked in error if the TAS string is not defined and associated with the fund code on the item AR accounting line.
Unit Price - The pending item is marked in error if the item entry amount is zero.
SGL Account - The pending item is marked in error if the SGL Account is not defined and associated with an entry event code on the item.
Obligation Document and Purchase Order Id - Both fields default from the Purchase Order reference field. The pending item is marked in error if the purchase order reference is not populated.

The Receivables Update process also edits invoices from PeopleSoft Billing to check the configuration of IPAC fields as optional or required in the Agency Location Code component. If a field configured as required is left blank or the required setup is missing, the system uses AR_ERROR_CD, and the group is set to Error. You can view and correct the group in the Correct Posting Errors component.

See Correcting Posting Errors.

Understanding TAS and BETC in Receivables IPAC Transactions

PeopleSoft Receivables defaults TAS and BETC values as shown in the tables here on both the Receivable IPAC Transactions page and in the AR Posting program for items from an external billing system. The TAS and BETC fields must be set up on the Treasury Account Symbol Definition page and Business Event Type Code page for IPAC transaction processing. The Receivable Update multiprocess job (ARUPDATE) sets the AR_ERROR_CD field value to ISTAS, IRTAS, ISBET, or IRBET when required TAS or BETC values are missing. The payment group is marked in error and the message appears in the message log.

Agency Location Code	GWA Type	Consider Fund Code?	TAS Format	27th column	TAS Field
Sender ALC	GWA Reporter	Yes	GWA TAS	‘C’	Required
Sender ALC	Non-GWA Reporter	Yes	String TAS		Optional
Receiver ALC	GWA Reporter	No	GWA TAS	‘C’	Required
Receiver ALC	Non-GWA Reporter	No	String TAS		Optional

Agency Location Code	GWA Type	BETC Field	BETC Defaulting Logic
Agency Location Code	GWA Type	BETC Field	Number of BETC codes <=4	Number of BETC codes > 4
Sender ALC	GWA Reporter	Required	Yes – default BETC	No Defaulting. User has to manually select the BETC code.
Sender ALC	Non-GWA Reporter	Optional	No	No.
Receiver ALC	GWA Reporter	Required	Yes – default BETC	No Defaulting. User has to manually select the BETC code.
Receiver ALC	Non-GWA Reporter	Optional	No	No

Note: For the Receiver TAS/BETC, there will be no edit in the AR Posting program to validate that the field is required for external items. There will only be an edit to validate the setup of the Receiver TAS/BETC on the definition pages. This is because external billing systems do not populate IPAC data on the records being sent to Receivables.

Receivable IPAC Transactions Page

Use the Receivable IPAC Transactions page (AR_IPAC_SEC) to enter information required by IPAC.

Navigation

select Accounts Receivable, then select Customer Account, then select Item Information, then select View/Update Item Details, then select Detail 1

Click the Transfer to IPAC Transactions link on the View/Update Item Details - Detail 1 page.

Image: Receivable IPAC Transactions page (1 of 2)

This example illustrates the fields and controls on the Receivable IPAC Transactions page (1 of 2). You can find definitions for the fields and controls later on this page.

Image: Receivable IPAC Transactions page (2 of 2)

This example illustrates the fields and controls on the Receivable IPAC Transactions page (2 of 2). You can find definitions for the fields and controls later on this page.

Some of the information displayed on this page comes from the default values for IPAC that you assigned to business units, customers, and contacts. You can override the default values as needed.

Header Information

Billing ALC (billing agency location code)

Displays the billing agency location code that you assigned to the SetID for the business unit. Override the code if needed.

Sender DO (sender disbursing office)

Displays the five-digit ID that you assigned to the SetID for the business unit. Override if needed.

Customer ALC (customer agency location code)

Displays the agency location code that you assigned to the customer associated with the item. Override if needed.

IPAC Type

Select an IPAC transaction type. Values are:

Collection: Use for new transactions that you are sending to the IPAC system.

Adjustment: Use for IPAC payment transactions received from another agency to add information and adjust the amount due. This option is not available if you initiated the transaction.

Post SGL: Use to add or change the SGL account information for prior transactions that you sent for collection.

Zero: Use for IPAC transactions that you have already sent to the IPAC system to change information other than the amount or the SGL account information.

None: Use for information purposes only. No data is sent to the Department of Treasury.

Note: The fields that require entry on the page vary based on the transaction type.

Create

Click to validate that no previous transactions exist for the item and to create IPAC transactions. Any previously entered transactions for the item must have a process status of Processed. After you click the Create button, the system enables data fields based on the IPAC record type selected.

If you click the Create button after IPAC detail records have been created, the system issues a message warning that the existing IPAC detail records for this IPAC transaction will be re-created. You can proceed or cancel the action.

Note: If you want to create additional IPAC transactions for an item that has prior transactions with a Processed status, you must insert a new record and IPAC type prior to clicking the Create button.

Total Amount

Displays the total amount of the IPAC transaction for all item lines.

Detail Information

Only the Original Line Item Number field is available for adjustment types. No other fields are available.

Trace ID

Displays the user-assigned identification number to enable back-end systems to match transactions.

Cross Ref Doc (cross-reference document)

Displays the document reference number on the header of the original transaction. This field appears only for zero dollar transaction types.

Original Line # (original line number)

Displays the detail line number from the original transaction, which is used for adjustments only.

Misc Info (miscellaneous information)

Click to add additional information about the transaction.

Description

Click to add information about the IPAC description.

Quantity

Displays the quantity amount that can be used to verify that the amount on each IPAC detail record equals the quantity times unit price, except for the Zero Dollar record type.

UOM (unit of measure)

Displays the units by which goods and services are measured. This field is not available for adjustment type.

Unit Price

Displays the total amount of each IPAC unit, which is quantity multiplied by unit price. This field is required for payment and collection.

Obligation Doc (obligation document)

Displays the billing agency's internal accounting document associated with a specific bill.

Final Pay

Select to indicate whether a payment is final (F) or partial (P).

Contract

Displays a number that uniquely identifies a contract between two trading partners.

Contract Line

Displays a contract line item number.

Requisition

Displays whether a payment is from a requisition or a partial payment.

PO ID (purchase order ID)

Displays a purchase order number. This field is required for IPAC collections. A PO must exist before IPAC is created.

Contact Name and Phone

Displays information about the primary IPAC contact that you assigned to a customer.

Sender/Receiver TAS/BETC

The fields that are available in this section vary based on the IPAC transaction type. This table shows the fields that are available based on the IPAC type:

IPAC Transaction Type	Available Fields
Collection	All fields.
Adjustment	All fields except sender and receiver DUNS and DUNS4.
Zero Dollar	All fields except sender and receiver BETC.

TAS (Treasury Account Symbol)

For the sender, select the account number assigned by the U.S. Department of Treasury to classify transactions. Indicates the agency that initiated the billing.

For the receiver, select the account of the fund that will receive the payment.

The following table summarizes the TAS format for Sender ALCs and Receiver ALCs, and field dependencies in PeopleSoft Receivables.

Agency Location Code	GWA Type	Consider Fund Code?	TAS Format	27th column	TAS Field
Sender ALC	GWA Reporter	Yes	GWA TAS	‘C’	Required
Sender ALC	Non-GWA Reporter	Yes	String TAS		Optional
Receiver ALC	GWA Reporter	No	GWA TAS	‘C’	Required
Receiver ALC	Non-GWA Reporter	No	String TAS		Optional

BETC (business event type code)

Select the code used in the Governmentwide Accounting and Reporting Program (GWA) to indicate the type of activity being reported, such as payments, collections, and so on. This code must accompany the Treasury Account Symbol (TAS) and the dollar amounts to classify the transaction against the fund balance with the Treasury.

The selected TAS determines the available BETC codes. Most TAS will have the following four BETC codes:

DISB = Payables disbursement.
DISBAJ = Payables disbursement adjustment.
COLL = Receivables collection.
COLLAJ = Receivables collection adjustment.

The following table summarizes the BETC requirements and selections for Sender ALCs and Receiver ALCs, and field dependencies in PeopleSoft Receivables.

Agency Location Code	GWA Type	BETC Field	BETC Defaulting Logic
Agency Location Code	GWA Type	BETC Field	Number of BETC codes <=4	Number of BETC codes > 4
Sender ALC	GWA Reporter	Required	Yes – default BETC	No Defaulting. User has to manually select the BETC code.
Sender ALC	Non-GWA Reporter	Optional	No	No.
Receiver ALC	GWA Reporter	Required	Yes – default BETC	No Defaulting. User has to manually select the BETC code.
Receiver ALC	Non-GWA Reporter	Optional	No	No

DUNS and DUNS4

Enter the Dun & Bradstreet numbers used to identify the sender (your agency) or the receiver (the customer's agency). The Sender DUNS and Sender DUNS4 appears by default from the values defined on the Agency Location Code page, if the DUNS fields were set up as required on the IPAC Fields page. The Receiver DUNS and Receiver DUNS4 appear by default from the values defined on Customers - Additional General Information page.

Department

Displays the receiver department code of the customer. This field appears by default from the first two characters of the Receiver ALC.

Entering SGL Information

If you entered an entry event code for the item in PeopleSoft Billing or during pending item entry on the Pending Item 1 page, the Receivable Update process populates the fields in the SGL Information grid. You can override the values if needed. If you did not enter an entry event code, you must enter SGL account information for Post SGL transaction types, and you can optionally enter SGL account information for the Collection and Adjustment transaction types. The SGL information fields are not available for zero dollar transaction types.

SGL Comment (standard general ledger comments)

Click to access the AR Post SGL Comments page (AR_IPAC_SGLCMT_SBP), where you can enter standard general ledger comments. This link is active only when Post SGL is selected in the IPAC Type field.

SGL Account (standard general ledger account)

Enter a chart of accounts used by the U.S. Department of Treasury for central agency reporting.

Dr/Cr (debit/credit)

Select a debit or credit, which determines the type of amount entered. When this value is saved, the system validates that the total debit amount is equal to the total credit amount.

SGL Amount (standard general ledger amount)

Enter an SGL amount. The Dr/Cr field determines the type of amount to enter. This value is used to verify that the total SGL debit amount is equal to the total SGL credit amount. It also verifies that the individual SGL amount is no greater than the amount on the IPAC detail record

Sender/Receiver Flag

Select a value to indicate whether the SGL account information for the line is for the sender (your agency) or the receiver (the customer's agency).

Federal Flag

Select a value to indicate whether the SGL account information for the line is Federal or Non-Fed (non-federal).

SGL Action (standard general ledger action)

Select a value that indicates the action for the line. Values are:

Add: Indicates that this is a new line.

Edit: Indicates that this is a changed line.

For Post SGL transaction types, the action is Edit for existing lines and Add for new lines. For Adjustment transaction types, the action is Edit even though no existing rows exist.

IPAC Miscellaneous Description Page

Use the IPAC Miscellaneous Description page (AR_IPAC_MISC_SEC) to enter additional text to describe an IPAC transaction and additional sender and receiver information.

Navigation

Click the Misc Info (miscellaneous information) link on the Receivable IPAC Transactions page.

Image: IPAC Miscellaneous Description page

This example illustrates the fields and controls on the IPAC Miscellaneous Description page. You can find definitions for the fields and controls later on this page.

Enter comments about the collection request in the text box.

Fiscal Year Obligation ID

Select a value to indicate the fiscal year of the obligation. Values are Not Applicable, Current Fiscal Year, and Prior Fiscal Year.

ACL/CD (account classification code)

Displays a project code and is supplied to the billing agency by the customer on the original request for services.

ACRN (account classification reference number)

Appears for adjustment type only.

Job

Not available for adjustment type.

JAS (job agency site)

Displays a combination of job order number, accounting classification record number, and site ID.

FSN (fiscal station number)

Displays an 8-digit number identifying the subdivision of an agency location code.

DoD (activity address code)

Displays the activity address code.

The fields that are available on this page vary based on the IPAC transaction type. This table shows the fields that are available based on the IPAC type:

IPAC Transaction Type	Available Fields
Collection	All fields.
Adjustment	All fields.
Zero Dollar	All fields except Fiscal Year Obligation ID.
Post SGL	Only the text box.

Entering Override Options for the Format EFT File Process

Use the Override Options page (PRCSDEFNOVRD) to enter override options for the Format EFT File process.

Navigation

select PeopleTools, then select Process Scheduler, then select Processes, then select Override Options

Image: Override Options page (Format EFT File process)

This example illustrates the fields and controls on the Override Options page for the Format EFT File process. You can find definitions for the fields and controls later on this page.

If you run PeopleSoft Receivables on a DB2 database on a Microsoft Windows or IBM OS390 server, you must manually insert an owner ID parameter in the list of parameters for the process definition before you can run the Format EFT Files process.

Parameters List

Enter Prepend.

Parameters

In the Parameters field next to the Parameters List field, enter %%OWNERID%% :EFT_WRK_PARM1 as shown in the preceding example. Note that a space is between the owner ID parameter ( %%OWNERID%%) and :EFT_WRK_PARM1.

AR IPAC Run Request Page

Use the AR IPAC Run Request page (IPAC_EXP_RQST) to run the Format EFT File process, which creates a file that can be uploaded to IPAC.

Navigation

select Accounts Receivable, then select Receivables Maintenance, then select Request IPAC Interface, then select AR IPAC Run Request

IPAC Interface Options

Select an IPAC Interface option: Values are Generate for All Units, Generate for One Unit, Generate for One Customer, and Rerun for Previous Job.