Deciding Which Payment Forms You Need
This section provides an overview of the available payment forms and discusses how to:
Decide payment form layouts.
Select and configure payment forms.
Payment formatting capabilities provide a variety of payment form layouts. You can use the delivered forms, modify the delivered forms, or build your own payment forms; however, creating a new form requires in-depth knowledge of Reports software and PeopleSoft Query. Typically, you select one of the delivered forms and use it as is, or you modify it according to the guidelines.
The PeopleSoft system comes with the following basic payment form types:
|
Form Type |
Description |
|---|---|
|
ASCII file |
Used for electronic payments, such as EFT, EFT draft, or EFT giro. Also used for positive payment files. |
|
Prenumbered form |
Used for printed payments on custom or standard check stock that have preprinted identification numbers. |
|
Remittance advice only |
Used for EFT, wire transfer, and printed payments. |
|
System-numbered form |
Used for drafts and checks printed on plain check stock for which PeopleSoft Payables assigns an identification number. |
With magnetic toner in a laser printer and MICR fonts, you can print checks that magnetic scanners can process.
Note: PeopleSoft Payables does not deliver MICR fonts.
For electronic payments, transmit payment data to the supplier's bank in a flat file or print a remittance advice and send it to the supplier. The payment form for the remittance advice and the overflow or the separate remittance advice is the same as for printed payments.
View the delivered layouts on the Form Information page. To make decisions about payment form parameters, consider the following questions:
Do you want to print checks and advices on the same page or on separate pages?
How many detail lines do you want an advice to display?
How will you manage detail line overflow?
Do you want to void the next check and use its advice or generate a separate print file for advices on a different paper stock?
Do you want to use your own preprinted forms, deselect check formatting so that only the data prints, and then customize the Reports layout to position the fields on the form?
Do you need to add new fields to the checks or change formulas that determine how data is printed?
Do you need to print checks at all?
You may decide to make all payments electronically.
If you do not send a printed check, do you need to supply your supplier with an advice?
Note: If you modify the delivered payment forms, strictly follow the local rules for check layout. You must follow field dimensions, such as bank account MICR lines, exactly so that banks can successfully process your forms. In the U.S., refer to the document Understanding and Designing Checks by the X9-Financial Services Standards Committee for more details. Always have your custom forms approved by your banks before using them. Because customizing forms can be a lengthy process, you should do it early in an implementation.
To set up payment forms:
Specify the attributes of each payment form, such as how the advice is handled and how the payments are sorted for printing.
Specify the payment form to use for each bank account.
(Optional) Modify BI Publisher Reports for any delivered payment forms that do not meet your needs.
(Optional) Add signatures or logos to BI Publisher Reports checks.
Test the checks.