Importing Federal Payment Confirmation Data and Reconciling Scheduled Payments

This section provides an overview of importing Federal Payment Confirmation Data and Reconciling Scheduled Payments.

PeopleSoft provides the ability to import the Federal Payment Confirmation data and to reconcile federal schedule ID payments by using a text file generated by the Department of Treasury, which contains the necessary data to reconcile schedule IDs sent by agencies.

Users request and download the reconciliation import data through the Central Accounting Reporting System (CARS), which is used by PeopleSoft to perform the reconciliation. The schedule ID reconciliation is processed from Cash Management, using the navigation Banking, Reconcile Statements.

For information on Understanding Federal Schedule ID Reconciliations and Prerequisites, see Managing Federal Schedule ID Reconciliations

Note: All U.S. Federal setup must be established in order to produce Federal Payments. See Understanding Federal Payment Processing

Payments must be grouped by Schedule ID in order to be reconciled.

Pay Cycle Selection groups and creates the schedule IDs and associated payments.

Page Name

Definition Name

Usage

Auto Schedule ID Recon Page

RUN_AP_SCHED_ID

Upload a text file and automate the Schedule ID Reconciliation process.

Auto Schedule ID Inquiry Page

AP_SCHED_ID_HDR

List and view the reconciliation status of payment schedules.

Schedule ID Details Page

AP_SCHED_ID_SEC

View the details of a reconciled Schedule ID.

Use the Auto Schedule ID Recon page (RUN_AP_SCHED_ID) to reconcile a series of federal schedule ID payments by running the automated Schedule ID Reconciliation process.

Navigation:

Banking > Reconcile Statements > Auto Schedule ID Recon

This example illustrates the fields and controls on the Auto Schedule ID Recon page. You can find definitions for the fields and controls later on this page.

 Auto Schedule ID Recon page

Field or Control

Description

File Path

Enter the path to the location of the text file containing the reconciliation data, which is used to run the Auto Schedule ID Reconciliation process.

File Name

Enter the name of the text file, which contains the reconciliation data.

Note: This functionality only supports the file format of the type .txt.

Use the Auto Schedule ID Inquiry page (AP_SCHED_ID_HDR) to list and view the reconciliation status of payment schedules.

Navigation:

Banking > Reconcile Statements > Auto Schedule ID Inquiry

This example illustrates the fields and controls on the Auto Schedule ID Inquiry page. You can find definitions for the fields and controls later on this page.

 Auto Schedule ID Inquiry page

Field or Control

Description

Schedule ID

Click any of the schedule ID links to open the Schedule ID Details page and view the details of the reconciled Schedule ID.

Sent Date

Displays the date on which the payment was sent to the TDO.

Disbursed Date

Displays the date on which the TDO disbursed the schedule ID payments.

Check Range

Displays the individual payment(s) that are created by the TDO within a schedule.

Amount

Displays the total amount of all payments for the schedule.

Schedule ID Status

Displays the status of all the payment schedules resulting from the completion of the Schedule ID Reconciliation process. The various statuses are:

  • Amounts Do Not Match: The amount in the text file does not match the sum of the payments that are not reconciled for the Schedule ID.

  • Cancelled: The payment has been cancelled. The Schedule ID field in the file is not populated with the Schedule ID as assigned by the PeopleSoft system

  • Counts Do Not Match: The count mentioned in the text file does not match the count of the payments that are not reconciled for the Schedule ID.

  • Check Range Invalid: Either the first and/or second check number is not numeric or that the first check number is higher than the second check number

  • Check Range is Zero: The check range is “00000000 00000000”.

  • Invalid Dates: Disbursed date is later than sent date.

  • Schedule ID Not Found: Schedule ID from the file in not present in PeopleSoft system.

  • Reconciled: The reconciliation process is successful for the payment schedule.

  • Previously Reconciled: The Payment Schedule in the file has already been reconciled with the payments for the Schedule ID in the PeopleSoft system, which is processed either by the automated reconciliation process or by manual Schedule ID Reconciliation.

  • All Payments Void in Schedule: All the PeopleSoft payments for the Schedule ID have been cancelled with Payment Status = Void (cancelled after sending the Schedule ID to the U.S. Department Of Treasury).

  • Total Number of Lines in File: A count of all the lines in the file.

Note: Not all lines contain the Schedule ID. For example, File Control lines and Cancelled payments.

Message Text

Displays the error encountered during reconciliation.

Note: File Control lines are not displayed in the Federal Payment Confirmation Line Detail grid.

“ASAP” Schedule ID lines are not displayed in the Federal Payment Confirmation Line Detail grid as they are not supported by the PeopleSoft system.

Use the Schedule ID Details page (AP_SCHED_ID_SEC) to view the details of a reconciled Schedule ID.

Navigation:

Banking > Reconcile Statements > Auto Schedule ID Inquiry, click a Schedule ID link.

This example illustrates the fields and controls on the Schedule ID Details page. You can find definitions for the fields and controls later on this page.

 Schedule ID Details page

Note: You can also view the Schedule ID Reconciliation details on the View Log/Trace page by clicking the process details link in the Process Monitor.