(USF) Setting Up Payables for U.S. Federal Agencies

This chapter discusses how to:

Set up EFT and ACH payment formats.
Define agency location codes.
Set up vendors for federal payment processing.
Define federal spending regions.
Define regional financial codes.
Specify restrictions for federal payment schedules.
Configure workstations for Intra-governmental Payment and Collection (IPAC) System inbound processing.
Set up Central Contractor Registry processing.

Setting Up EFT and ACH Payment Formats

This section provides an overview of EFT and ACH payment format setup and discusses how to set up EFT and ACH Payment formats.

Understanding EFT and ACH Payment Format Setup

The PeopleSoft system provides a number of EFT and ACH layouts for transmitting U.S. federal payments:

Format	Layout Name
CTX (Corporate Trade Exchange) flat file payment order	CTX
CTX ASC X12 820 payment order	CTX820FED
ECS vendor check payment	ECSCHK
ECS vendor ACH payment (CCD+)	ECSVNDR
ECS travel ACH payment (PPD+)	ECSTRVL
ECS same day payment request (SDPR)	ECSSDPR
Bulk vendor check payment	SF1166SCHK
Bulk vendor ACH payment (CCD+)	SF1166VNDR
Bulk travel ACH payment (PPD+)	SF1166TRVL
IPAC (Intra-Governmental Payment and Collections)	IPAC

When you set up each format on the EFT File Layouts and ACH File Layout pages, you can indicate if the payment format applies to employee payments, non-employee payments, or both. This allows an edit upon saving a voucher that enforces the following U.S. federal rules:

Employee ACH payments are generated as PPD or PPD+ payments only.
Non-employee ACH payments are generated as CCD, CCD+, or CTX payments only.

Note. It is up to you to select whether a payment format applies to employee payments, non-employee payments, or both, but you should select these values based on the requirements laid out by the U.S. Department of Treasury, which, as of 2003, are those listed above.

Payables also enforces that all EFT/ACH payments contain a bank ID, bank routing number (DFI ID), and bank account number.

See Also

(USF) US Federal ACH and EFT Layouts

Pages Used to Set Up EFT and ACH Payment Formats

Page Name	Object Name	Navigation	Usage
EFT File Layout	EFT_LAYOUT	Set Up Financials/Supply Chain, Common Definitions, EFT, EFT File Layout	View, modify, and add any EFT layouts. See Managing EFT File Layouts.
ACH Layout	ACH_LAYOUT	Set Up Financials/Supply Chain, Common Definitions, EFT, ACH Layout	Create identifying information for ACH files. See Defining ACH Layouts.

Page Name

Object Name

Navigation

Usage

EFT File Layout

EFT_LAYOUT

Set Up Financials/Supply Chain, Common Definitions, EFT, EFT File Layout

View, modify, and add any EFT layouts.

See Managing EFT File Layouts.

ACH Layout

ACH_LAYOUT

Set Up Financials/Supply Chain, Common Definitions, EFT, ACH Layout

Create identifying information for ACH files.

See Defining ACH Layouts.

Defining Agency Location Codes

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

See Also

Defining Bank Information

Understanding Defining Agency Location Codes

If you represent a U.S. federal agency, you probably pay your vendors through a Treasury Disbursing Office (TDO). You identify your TDOs with Agency Location Codes (ALC). Define an eight-digit ALC for each TDO you set up and assign it to the TDO on the Bank Information page. If you represent a U.S. federal agency that does not disburse through a TDO, you can set up ALCs that bypass the voucher save edit that enforces eight-digit ALCs.

If you represent a U.S. federal agency that uses the IPAC System, then you must also define an ALC for each of the vendors you pay through IPAC.

Page Used to Set Up Agency Location Codes

Page Name	Object Name	Navigation	Usage
Agency Location Code	AGENCY_LOC_CD	Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location	Create agency location codes for federal payment schedules.

Defining Agency Location Codes

Access the Agency Location Code page.

Non-Treasury Disbursed ALC

Select if this ALC does not disburse payments through a U.S. Federal TDO. This enables the vouchers paid from this ALC to bypass the edit for an eight-digit numeric ALC, which means that you can enter an ALC of one to eight alphanumeric values.

Setting Up Vendors for Federal Payables Processing

When you, as a U.S. federal agency, set up vendors for payment processing, you may want to specify the default payment schedule type and date basis calculation type for the vendor, along with the standard vendor setup. You can also set up these options at other levels in the Payables control hierarchy: business unit, origin, and control group.

For vendors, you enter this information on the Federal page in the Vendor Information component, which is available only when you have Enable Federal Payments selected on the Installation Options - Payables page.

When you set up other U.S. federal agencies as vendors, you may also identify the vendors as federal agencies and enter the vendor's ALC and trading partner code. The ALC is required if the vendor is used for inbound or outbound IPAC processing. You enter this information on the Vendor Information - Federal page, as well.

Specific federal payment processes may require particular vendor setup. See the sections of this book that discuss those processes.

See Also

Maintaining Vendor Information

Defining Federal Spending Regions

To define federal spending regions, use the following components:

Spending Region Installation (SPNDNG_REG_INST)
ChartField Values (FS_CF_VALUE_HOME)
Spending Region Definition (SPNDNG_REG_DFN)

This section discusses how to:

Specify the federal spending region ChartField and processing options.
Define spending region ChartField values.
Associate spending region codes with states.

Prerequisite

To define spending region ChartField values, you must first define them on the ChartField Attributes page.

See Also

Creating Generic ChartField Attributes

Pages Used to Define Federal Spending Regions

Page Name	Object Name	Navigation	Usage
Spending Region Install Option	SPNDNG_REG_INST	Set Up Financials/Supply Chain, Product Related, Procurement Options, Federal Spending Region, Spending Region Installation	Specify the ChartField to be used for spending region codes and select processing options.
ChartField Values	FS_CF_VALUE_HOME	Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values	Access ChartFields to define spending region codes for your established spending region ChartField.
ChartField Attribute Values	CF_ATTRIB_VALUES	Click the Attributes link from the applicable ChartField Values page.	Select user-defined values to support intraunit consolidations and Federal requirements for reporting and payment processing.
Spending Region Definition	SPNDNG_REG_DFN	Set Up Financials/Supply Chain, Product Related, Procurement Options, Federal Spending Region, Spending Region Definition	Link spending region codes to the appropriate state. You set up one spending region definition (with one or many spending region codes) for each state. You must enter the country and state codes to access the page.

Specifying the Federal Spending Region Chartfield and Processing Options

Access the Spending Region Installation page.

Spending Region

Enter the ChartField that will store your spending region codes. This should be a ChartField that is not used for other types of values.

Purchasing/Accts. Payable Edit

Select the option to use for validating spending regions on purchase orders and vouchers:

No Edit: the system does not edit for the correct spending region ChartField value on purchase orders or vouchers.
Required: the system performs an edit requiring that you enter a spending region ChartField value on the distribution lines and that this value matches a spending region defined for the state indicated on the address for the vendor location.

If the spending region ChartField value is not one of those defined for the state and setID, then you can save the voucher but the system displays an error message and the voucher is placed in Recycle status until you correct it.
Optional: the system edits for the correct spending region ChartField value (as with the Required option) only if you enter one.
Prohibited: the system validates that no spending region ChartField value is entered in the document. If a value is present, then you can save the document but the system displays an error message and the document is placed on hold until you correct it.

Defining Spending Region ChartField Values

Access the ChartField Values page.

To define spending region ChartField values:

Select your spending region ChartField on the ChartField Values page.

This is the ChartField you defined on the Spending Region Installation page.
Access the respective ChartField definition page, and click Attributes.
Select the appropriate ChartField attributes and ChartField attribute values for the spending regions.

Associating Spending Region Codes with States

Access the Spending Region Definition page.

Enter a setID and spending region ChartField value for each spending region code you want to associated with the state. You can link multiple spending regions codes to a state, and link the same spending region code to multiple states.

Note that each spending region ChartField value row is keyed by setID. Therefore, if your vendor-to-ChartField relationships involve multiple setIDs, you should add a row for each setID and spending region code combination. For example, assume you are setting up a spending region definition for the state of Alaska, and you have one spending region code—6—for the state. If the vendors in setID US001 share access to one set of ChartField values and the vendors in setID US002 share access to another set of ChartField values, then you should enter two rows:

Set ID US001; spending region code 6.
Set ID US002; spending region code 6.

Define Regional Financial Codes

To set up regional financial codes, use the Regional Financial Code component (RFC_CODE).

This section discusses how to define regional financial codes.

See Also

Defining External Account Information

Creating Electronic Certification System Bulk Payment Summary Certification Files

Understanding Regional Finance Code Definition

You define regional financial codes to produce federal ECS summary data files. First you create a regional financial code, then specify it on the External Accounts page. Next, on the ECS Summary Total (electronic certification system summary total) page, you specify the code before generating the summary data file to send to the Department of Treasury.

Page Used to Define Regional Financial Codes

Page Name	Object Name	Navigation	Usage
Regional Financial Code	RFC_CODE_TBL	Set Up Financials/Supply Chain, Product Related, Procurement Options, Management, Regional Financial Code	Define regional finance codes.

Specifying Restrictions for Federal Payment Schedules

To set up federal payment schedule restrictions, use the Payment Schedule component (SCHD_PYMNT_MTHD).

This section discusses how to set up these restrictions.

Understanding Federal Payment Schedule Restrictions

If you use federal payment schedules you must define the maximum number of payments and maximum number of appropriations you want included on each payment schedule. When the maximum number of payments or appropriations is reached, the system assigns the remaining payments in a pay cycle to a new Treasury schedule ID.

Page Used to Specify Federal Payment Schedule Restrictions

Page Name	Object Name	Navigation	Usage
Payment Schedule Restrictions	SCHD_PYMNT_MTHD	Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments, Federal Payment Schedule, Payment Schedule Restrictions	Apply restrictions to the number of payments and appropriations per federal payment schedule for each payment method and EFT layout combination that will use federal payment schedules. Note. In add mode, if you enter an EFT or ACH payment method, you must also enter an EFT layout code. You are not required to enter an EFT layout code if you enter a non-EFT payment method.

Page Name

Object Name

Navigation

Usage

Payment Schedule Restrictions

SCHD_PYMNT_MTHD

Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments, Federal Payment Schedule, Payment Schedule Restrictions

Apply restrictions to the number of payments and appropriations per federal payment schedule for each payment method and EFT layout combination that will use federal payment schedules.

Note. In add mode, if you enter an EFT or ACH payment method, you must also enter an EFT layout code. You are not required to enter an EFT layout code if you enter a non-EFT payment method.

Specifying Federal Payment Schedule Restrictions

Access the Payment Schedule Restrictions page.

Apply Restriction	Check to restrict the number of payments and appropriations per payment schedule.
Payments Per Schedule	Enter the maximum number of payments you want included on each payment schedule. Payables refers to this setting during the Pay Cycle selection process as it creates schedules. Once the number of payments reaches the number you set, the system generates a new schedule ID.
Appropriations per Schedule	Enter the maximum number of appropriations the system may generate on a payment schedule.

Configuring Workstations for IPAC Inbound Processing

This section discusses how to configure workstation variables to enable IPAC inbound processing.

Configuring Workstations for IPAC Inbound Processing

To configure a workstation for IPAC inbound processing:

On the workstation, go to Windows Start, Settings, System, Advanced, and click the Environment Variables button to access the Environment Variables dialog box.
In the Environment Variables dialog box, enter a new user variable of PS_FILEDIR with a value of c:\temp.

Although the value is c:\temp, the flat file does not need to be located in the c:\temp file.
Click OK.

See the following screenshot:

Setting Up Central Contractor Registry Processing

This section provides an overview of Central Contractor Registry (CCR) processing setup, and discusses how to:

Enable CCR processing.
Establish CCR codes.
Define CCR registration status and Dun & Bradstreet suffixes.
Define CCR ID numbers.

Understanding CCR Processing Setup

The CCR database is a common vendor database used for the U.S. Federal Government.

Note. While CCR is used by many federal agencies, some agencies do not use CCR.

Setting up Payables for CCR processing involves:

Establishing CCR and related CCR codes as an installation to the system.
Establishing vendors as CCR vendors.

Payables currently does support the use of SIC (Standard Industrial Classification) and NAICS (North American Industry Classification System) codes. However, it is critical for CCR processing that these codes are updated and kept current. Codes that are not maintained can cause processing problems between the Payables system and the CCR database. We have added functionality to automatically add updated code information when this information is not regularly maintained. To ensure that the system uses the updated code information, leave the applicable check boxes clear on the Installation Options - Payables page.

After you have established the installation options, you can establish CCR vendor information and assign one of four status values, depending on each vendor's registration status with the government. This status determines if vendors can submit CCR vouchers.

See Also

CCR Voucher and Vendor Processing

Pages Used to Set Up CCR Processing

Page Name	Object Name	Navigation	Usage
Installation Options - Payables	INSTALLATION_AP	Set Up Financials/Supply Chain, Install, Installation Options Click the Payables link.	Activate CCR and related installation options.
Maintain CCR Codes	CCR_CD_TBL	Vendors, Central Contractor Registry, Maintain CCR Codes	Maintain government mandated code types with the corresponding CCR code and description for your installation.
Vendor - Identifying Information	VNDR_ID1	Vendors, Vendor Information, Add/Update, Vendor. Click the Identifying Information tab. Click to expand the Additional ID Numbers region.	Define CCR registration status and applicable CCR codes for a vendor. Also add Dun & Bradstreet suffix information for a vendor.
Central Contractor Registry Id Numbers	CCR_VNDR_CD_SEC	Vendors, Vendor Information, Add/Update, Vendor. Click the Identifying Information tab. Click the Review CCR Information link. This link appears only for active CCR vendors.	Define all valid ID numbers for a vendor. The system uses these numbers to classify vendors for informational purposes only.

Enabling CCR Processing

Access the Installation Options - Payables page.

Enable CCR (enable Central Contractor Registration)	Select to enable CCR processing for the implementation, and optionally enable the Update SIC Codes CCR Interface and Update NAICS Codes CCR Interface check boxes.
Use SIC Code Functionality (Standard Industrial Classification)	Select to indicate that your Payables implementation already has updated SIC codes, and that the system should use these updated codes for CCR processing. When this check box is enabled, the system retrieves the updated SIC codes from existing vendor information. If you do not select this option, the system adds the correct, updated code information directly to the Central Contractor Registry ID Numbers page.
Use NAICS Code Functionality (North American Industry Classification System)	Select to indicate that your Payables implementation already has updated NAICS codes, and that the system should use these updated codes for CCR processing. This field's functionality is similar to the Use SIC Code Functionality field.

Note. Failure to maintain your implementation’s SIC and NAICS codes can cause synchronization problems between the system and the CCR database. Select the check boxes only when you are certain your organization regularly maintains the implementation’s SIC and NAICS codes. If you are uncertain, leave these check boxes clear, as the system will automatically implement and use the correct, updated codes.

Maintaining CCR Codes

Access the Maintain CCR Codes page.

Code Type

Select a code type from the following, and enter the corresponding CCR code and description:

BUS: Business Types
FSC: Federal Supply Class
ORG: Organization Codes
PSC: Public Service Codes
SIC: Standard Industry Codes
USA: NAICS Code

Defining CCR Registration Status and Dun & Bradstreet Suffixes

Access the Vendor - Identifying Information page.

CCR Status

Select the applicable registration status:

Active: Select if the vendor has an active CCR registration.
Exempt: Select if the vendor is exempt from CCR registration requirements.
Expired: Displays when the CCR sets a vendor’s status to expired.

The system automatically updates this field during the inbound CCR file update process.
UnReg (unregistered): Select if this vendor is pending registration with CCR.

This status is for CCR vendors created in the system using staged data.

Review CCR Information

Click to access the Central Contractor Registry Id Numbers page, and define valid CCR codes for a vendor.

DUNS Number

Select the ID number type DP4 to store the Dun & Bradstreet +4 suffix. The system uses this number to identify different CCR records for the same vendor at the same physical location; for example, in identifying two separate bank accounts.

Defining CCR ID Numbers

Access the Central Contractor Registry Id Numbers page.

To define CCR ID numbers for a vendor:

Select a Code Type value and corresponding CCR Vendor Code field value.
Add rows to establish all applicable ID numbers for the vendor.