Managing Transactions for Payment Processing
This topic provides an overview of payment processing and discusses how to manage transactions for payment processing.
Page Name |
Definition Name |
Usage |
---|---|---|
RE_TXN_MANAGER |
Manage and review transaction items that are generated by the transaction generator and any transaction items that are added through manual entry. |
|
Payment Transactions - Create Payable Manual Fees Page |
RE_MFT_MAIN |
Enter manual fees, distribute them amongst leases and payees, and create multiple transactions from one group of manual fees. |
Payment Transaction - Maintain Payable Manual Transaction Page |
RE_MFT_MAIN |
Update manual fees, distribute them amongst leases and payees, and create multiple transactions from one group of manual fees. |
Payment Transaction Details |
RE_TXN_DTL_SEC |
View transaction details such as categories, amounts, and voucher IDs. Voucher IDs are only available when the transaction status is Processed. |
Billing Interface Error Details Page |
RE_TXN_ERROR_SEC |
View the error description for specific transactions that are set to Error status during interface processing. The Error button is only available when the transaction status is Error. |
Payment Transactions - Historical Details Page |
RE_TXN_NOTES_SEC |
Review historic details for the transaction. |
You use the transaction queue to manage the recurring transactions that are created by the transaction generator or by using manual entries. The transaction queue enables you to approve, hold, un-hold, and cancel transactions in the queue. If the Auto Approveoption is turned on at the business unit, all transactions are automatically set to Approved status when the transaction generator places them into the queue. You can retain an approved transaction from further processing by selecting the transaction and clicking the Hold button; thus putting transaction on hold. When you are ready to process the transaction, you can select it again and click the UnHold button. If a lease is in dispute and the status is set to Dispute, the system sets the associated transactions on hold. After the dispute is resolved, you should manually unhold the transaction to restore the transaction to its original state.
You can also cancel a transaction. After you cancel the transaction, no further processing occurs and you cannot reinitiate processing for that transaction in the future. Cancelling a recurring transaction does not cause the transaction generator to recreate a new recurring row. But if you cancel a row that came to the transaction queue from the security deposit processing or on one of the processing worksheets, such as a manual transaction, sales report or operating expense reconciliation or audit, the system reopens that worksheet so you can modify it further.
You can create manual transactions for nonrecurring charges, such as rekeying locks in a building, carpet cleaning, broken window repairs, and other charges that are not included in the lease.
The transaction queue is the final point in PeopleSoft Lease Administration that any payables transaction can be processed, modified, or cancelled. This component serves as a workspace for any pending transactions and enables you to add transactions as necessary, such as holding or cancelling transactions. It also serves as a historical log of past transactions, with links to various subsystems for further research and status verification.
Before you can select recurring transactions for payment processing, you must create and activate payables leases and run the Transaction Generator process.
Use the Payment Transactions page (RE_TXN_MANAGER) to manage and review transaction items that are generated by the transaction generator and any transaction items that are added through manual entry.
Navigation:
Note: As part of the shared product functionality, the Processing Payments page can also be accessed through the Asset Management navigation as follows: Asset Management > Asset Transactions > Leased Assets > Processing Payments.
This example illustrates the fields and controls on the Payment Transactions page. You can find definitions for the fields and controls later on this page.
![Payment Transactions page](img/i6ff9ed9fn-7fda.png)
Specify the business unit for which to view transactions. To view all transactions for a business unit, leave the remaining search fields empty and click the Search button.
To view a filtered list of transactions, enter or select criteria in one or more of the fields in the Search for Payment Transactions group box, then click Search. The page displays the transactions that match the search criteria in the Payment Transactions grid. Click Clear to clear all of the search criteria and results.
You can select multiple transaction statuses and multiple transaction groups. For example, if you select Processed and Approved transaction statuses and Base Rent and Security Deposit transaction groups, the system returns all base rent and security deposit transactions that are either processed or approved.
Field or Control |
Description |
---|---|
Create Payable Manual Fees |
Click to access the Payment Transactions - Create Payable Manual Fees page to create manual transactions for payment. Manual payment transactions can be one-time miscellaneous expense payments to the landlord or payee, such as minor repair costs, rekeying of locks, or transactions that are not included as part of the recurring terms. Note: A manual fee can be cancelled. The status of the transaction changes to cancelled when a manual fee is cancelled. No changes are allowed on cancelled transactions. |
Update Selected Manual Fees |
Click to access the Payment Transactions - Maintain Payable Manual Transaction page to update an existing manual fee transaction. You must first select which manual fee transaction in the Payment Transactions grid that you want to update. You can access this page only for transactions that are in the Manual Fee transaction group. |
Approve for Payables |
Click to approve the selected transactions for payment. If you selected the Auto-Approve option when you established your business unit, the system automatically approves all transactions in the transaction queue. |
Hold |
Click the button to hold selected transactions from further processing. Note: A lease that is put on hold due to a dispute automatically puts the pending and approved transactions for that lease on hold status until the dispute is resolved. After the dispute is resolved, you should manually unhold the transaction to restore transaction to previous status. See Understanding Leases. |
UnHold |
Click the button to un-hold transactions that were previously on hold from further processing. The system automatically changes the status back to the initial status of the transaction prior to the hold. |
Cancel |
Click to cancel the selected transaction. Note: After a recurring transaction is cancelled, you must create a new manual transaction if one is required. The system does not regenerate a new recurring transaction. |
Payment Transactions - Transactions tab
Field or Control |
Description |
---|---|
Schedule Date |
Displays the date on which the transaction is scheduled for payment. For example, if the transaction is due on the first day of the month, the system generates the transaction prior to the first day of the month using the lead time that is defined for the business unit for the user to approve for payment before the scheduled date. Therefore, when the transaction originates from a recurring term, the schedule date can be either a regular recurring term (such as every 15th day of the month), or a schedule date that is added when you create the lease for proration purposes. |
Transaction Origin |
Identifies the origin of the transaction in the Transaction Queue Manager. |
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Click to review the error description for specific transactions that are set to error during interface processing. Note: The Error button is only available when the transaction status is Error. |
Transaction Group |
Displays the categories of each transaction. Click the category link to view details such as expense type, description, amount, and voucher ID. Note: Voucher ID is only available when the transaction status is pending. You can click the Voucher ID link to view the voucher status in the PeopleSoft Payables system. |
Prior Period Variance |
Displays the percentage difference between the recurring rent payment and the same recurring rent payment for the prior month. This information can be helpful in identifying large variances from month-to-month, which are sometimes for escalations. For example, a rent payment of 1000 USD for the month of December is processed, but in January, an escalation takes effect and the new rent payment is 1200 USD. The prior period variance is 20 percent. |
Invoice Date |
Initial value is defaulted to the transaction schedule date. However you can edit the date and save it. The edited invoice date will appear on the voucher. Note: Invoice date can only be modified for pending transactions. Also the option to edit invoice date is available only for payable leases. |
Payment Transactions - Lease Information tab
The Lease Information tab displays the lease number, lease name, and region information associated with that transaction. Click the Accounting Distributions link to view the accounting distributions for each transaction.
Payment Transactions - Status Details tab
Field or Control |
Description |
---|---|
Modified By |
Displays the user who made modifications to the transaction. |
View Historical Details |
Click to access the Payment Transactions - Historic Details page where you can view a history of all of the status changes to the transaction. The system displays the type of change, the reason for the change, the originator of the change, and the time at which the change occurred. Note: The system does not display the posted status for payables transactions. If the status is Processed, then the payment has successfully posted. |