Defining Additional Processing Options

This chapter discusses how to:

Set up payment terms.
Set up deposit types.
Set up adjustment reason codes.
Set up reference qualifiers.
Set up worksheet reasons.
Set up unpost reason codes.
Set up credit card bank accounts.
Set up direct debit profiles.
Set up electronic funds transfer (EFT) reason codes for direct debits.
Select EFT layouts.
Set up rules for overdue charges.
Set up item audit options.
(USF) Set up the Receivables Due From the Public report.
(USF) Set up agency location codes.
(USF) Set up memo status codes.
Set up user-defined fields.

Setting Up Payment Terms

To set up payment terms, use the Payment Terms Timing (PAY_TERMS_TIME1) and the Payment Terms (PAY_TERMS_AR) components.

This section provides an overview of payment terms and discusses how to:

Define timing IDs.
Define payment terms.

Understanding Payment Terms

Set up payment terms if you plan to have the system automatically calculate payment due dates, discount amounts, and discount due dates. Defining payment terms is a two-step process.

Payment terms govern the length of time that a customer has to pay an item and determine discount eligibility and amount. You use the range of terms that you set up now as defaults for the following levels:

Business units
Customers
Items

Pages Used to Set Up Payment Terms

Page Name	Object Name	Navigation	Usage
Payment Terms Timing	PAY_TERMS_TIME1	Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Payment Terms Timing, Payment Terms Timing Set Up Financials/Supply Chain, Product Related, Billing, Setup, Payment Terms Timing, Payment Terms Timing	Define timing IDs, which define the time increments for payment terms.
Payment Terms	PAY_TERMS_AR	Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Payment Terms, Payment Terms Set Up Financials/Supply Chain, Product Related, Billing, Setup, Payment Terms, Payment Term	Define payment terms, which specify the rules for calculating an item due date and the discount terms.

Defining Timing IDs

Access the Payment Terms Timing page.

Day Increment

Select to have the system add the specified number of days to the base date of your terms. For example, if your terms are 2/10 net 30, your net terms reference a timing ID with a day increment of 30 and your discount terms reference a timing ID with a day increment of 10.

Month Increment

Select to have the system add the specified months to the base terms date. For example, if your terms are End of the Next Month, you reference a timing ID with a month increment of one.

Due Day

Enter the specific due day that the payment is due each month. For example, enter 15 if you want the payment due on the fifteenth of the month. Enter a due date if you know that payment for specific items is due on the same day every year.

End of Month

Select to indicate that the system should use the last day of the indicated month. If your terms were due at the end of the next month, for example, enter a month increment of 1 and select the End of Month check box.

Due Date

Enter a due date if you know that payment for specific items is due every year on the same date.

Defining Payment Terms

Access the Payment Terms page.

Basis Amount

Specify the basis that the system uses to calculate the discount amount.

Item Amount, User Amount 1, and User Amount 2	Select the option that correspondences to either the item amount or a user-defined amount that you enter on the pending items during item entry to use one of these amounts to calculate the discount amount.
VAT Discountable Amount (value-added tax discountable amount)	Select this option to have system calculate the discount amount on the net amount of the item after VAT. Clear to have the system calculate the discount amount on the gross amount.

Basis Date

The basis date tells the system where to start counting when it calculates the discount due date and invoice due date. The system takes these options directly from values you enter on the pending item entry pages. Select one of these values:

Accounting Date.
As of Date.
User Date 1.
User Date 2.

Net Terms

The net term values determine the due date. You can have a due date that varies depending on when the basis date occurs in the month, called split terms. For example, if you use two different due dates (one if the basis date occurs between the first and the fourteenth of the month and a second if the basis date occurs between the fifteenth and the end of the month), you will have two rows in the grid as shown in this table:

Basis From Day	Basis To Day	Timing ID
1	14	1M1 (1st day of next month)
15	31	15N (15th day of next month)

To determine the payment due date, add the number of days indicated in the Timing ID field to the base date.

Discount Terms

The discount terms determine the discount amount and date for each due date defined by the net terms.

Percent and Amount	Enter either a percent of the base amount or a fixed amount. You define a single discount formula or set up cascading terms with two levels. For example, discount terms of 1/10 and 3/5 with net terms specified as 20 days means a 1 percent discount if you pay within 10 days, a 3 percent discount if you pay within 5 days, and the total is due in 20 days.
Currency	Select the currency that the system uses to calculate discount terms. If the currency differs from the currency in the profile, the process uses the discount terms currency to calculate discount terms.
Timing	Select a value that indicates when discounts are available.

Setting Up Deposit Types

To set up deposit types, use the Deposit Type component (DEPOSIT_TYPE_TABLE).

This section provides an overview of deposit types and discusses how to define deposit types.

Understanding Deposit Types

You must specify a deposit type when entering a deposit either online or from a lockbox. Define a deposit type for each class of deposit to track, such as all deposits for a particular region or all international deposits. You assign a deposit type to a bank account on the External Accounts - Account Information page, and the system populates the Deposit Type field for regular and express deposits. Reports that list deposit activity use them to sort and select deposits.

Page Used to Set Up Deposit Types

Page Name	Object Name	Navigation	Usage
Deposit Type	DEPOSIT_TYPE_TABLE	Setup Financials/Supply Chain, Product Related, Receivables, Payments, Deposit Type, Deposit Type	Define deposit types.

Defining Deposit Types

Access the Deposit Type page.

Payment Method

Select the default payment method for payments entered online. Values are: Check, Electronic Funds Transfer, and Giro - EFT.

Note. (NLD) Use Giro - EFT if customers tear off the acceptgiro form on invoices, statements, and dunning letters and send it to their bank for payment.

The system assigns this payment method to all deposits whose deposit business unit has the same setID as the deposit type. If you leave this field blank, the system uses the payment method assigned to the business unit.

If a lockbox deposit does not contain a valid payment method, the Lockbox SQR process (AR25001) assigns the payment method to all deposits in the lockbox whose deposit business units have the same setID as the deposit type. If you leave this field blank, the process uses the payment method assigned to the business unit. If the payment method for the business unit is blank, the process assigns check as the payment method.

Setting Up Adjustment Reason Codes

To set up adjustment reason codes, use the Adjustment Reason component (ADJ_REASON_TABLE).

This section provides an overview of adjustment reason codes and discusses how to create adjustment reason codes.

Understanding Adjustment Reason Codes

Create adjustment reason codes for electronic payments, such as Electronic Data Interchange (EDI), lockbox, and bank statements. The system matches the adjustment reason codes in the electronic files to the entry type and reason setup to create the appropriate accounting entries and adjustment items.

You must set up all possible adjustment reason codes that you use in electronic payments.

The system uses this information when you run the Payment Predictor Application Engine process (ARPREDCT) to build a payment worksheet. The process automatically assigns the correct entry type and reason to the line for the adjustment in the payment worksheet and uses the system function ID to create the accounting entries for the adjustment.

Page Used to Set Up Adjustment Reasons

Page Name	Object Name	Navigation	Usage
Adjustment Reason	ADJ_REASON_TABLE	Setup Financials/Supply Chain, Product Related, Receivables, Credit/Collections, Adjustment Reason, Adjustment Reason	Create adjustment reason codes for electronic payments, such as EDI, lockbox, and bank statements.

Creating Adjustment Reason Codes

Access the Adjustment Reason page.

Entry Type and Entry Reason

Assign an entry type and reason associated with the adjustment reason. For example, you can have one adjustment reason for promotional deductions and another for deductions for damaged goods. Each uses the same entry type but has a separate entry reason so that you can update a different account.

If the Payment Loader Application Engine process (AR_PAYLOAD) cannot translate the adjustment reason code in the lockbox, EDI file, or bank statement, it uses the entry type, entry reason, and system function ID that you specified for the payment business unit on the Receivables Options - General 2 page.

System Function ID

Displays one of the system functions associated with the entry type. Override this value, which appears by default, if needed.

Setting Up Reference Qualifiers

To set up reference qualifiers, use the Reference Qualifier component (AR_FLD_REF_TBL).

This section provides an overview of reference qualifiers and discusses how to define reference qualifiers.

Understanding Reference Qualifiers

Payment remittance information can contain a variety of reference numbers, such as:

Purchase order numbers.
Item IDs.
Bill of lading numbers.
Statement IDs.
(NLD) Acceptgiro payment reference numbers.

When you enter a payment electronically or online, you must supply the meaning of the reference information. Reference qualifiers are codes you establish for this purpose.

Also use reference qualifier codes to identify the types of references to use when building a payment, transfer, maintenance, or draft worksheet. For example, if you select a reference qualifier code for a purchase order, the system uses purchase order numbers for the reference information and builds a worksheet with the items whose purchase order numbers match the ones that you specified in your selection criteria. You assign the default reference qualifier code at the business unit-level.

See Also

Defining Payment Options

Page Used to Set Up Reference Qualifiers

Page Name	Object Name	Navigation	Usage
Reference Qualifier	AR_FLD_REF_TBL	Set Up Financials/Supply Chain, Product Related, Receivables, Options, Reference Qualifier, Reference Qualifier	Define new payment reference qualifiers that you will use to identify payment reference information and items when building worksheets.

Defining Reference Qualifiers

Access the Reference Qualifier page.

Field Name

Select a field from the Item table (PS_ITEM) that the remittance information references.

Prompt Table

Select a prompt record for the reference qualifier code which the system uses system to display an appropriate list when a user prompts on the field online.

This table lists the prompt tables for the key reference qualifier fields:

Field Name	Prompt Table
Document (DOCUMENT)	ITEM_DOC_K_VW
Item ID (ITEM)	ITEM_ITEM_VW
Bill of Lading (BILL_OF_LADING)	ITEM_LADING_VW
Purchase Order Number (PO_REF)	ITEM_PO_VW
Statement ID (ST_ID_NUM)	STMT_ITEM_VW
Sales Order Number (ORDER_NO)	ITEM_ORDER_VW
Letter of Credit (LC_ID)	ITEM_LC_VW
(NLD) Acceptgiro Payment Reference Number (AG_REF_NBR)	ITEM_AG_VW

Setting Up Worksheet Reasons

To set up worksheet reasons, use the Worksheet Reason component (WORKSHEET_REASON).

This section provides an overview of worksheet reasons and lists the page used to set up worksheet reasons.

Understanding Worksheet Reasons

Worksheet reasons enable you to enter a reason at the worksheet level that applies to all selected items on a maintenance worksheet. The Receivables Update Application Engine process (ARUPDATE) applies the reason to all items in the maintenance group and stores the reason on the Item Activity table (PS_ITEM_ACTIVITY) for the item. The reason appears on pages showing item activity.

Important! Do not create a reason code called SPLIT. The system uses this reason code for all items that you split on the Item Split page.

Page Used to Set Up Worksheet Reasons

Page Name	Object Name	Navigation	Usage
Worksheet Reason	WORKSHEET_REASON	Set Up Financials/Supply Chain, Product Related, Receivables, Options, Worksheet Reason, Worksheet Reason	Use to set up maintenance worksheet reason codes and their descriptions.

Setting Up Unpost Reason Codes

To set up unpost reason codes, use the Unpost Reason component (UNPOST_RSN_TABLE).

This section provides an overview of unpost reason codes and lists the page used to set up unpost reason codes.

Understanding Unpost Reason Codes

For informational purposes, you might want to define a reason code for payment groups that you are unposting due to insufficient funds. You assign unpost reason codes to an unpost group on the Options page for unpost groups.

Page Used to Set Up Unpost Reason Codes

Page Name	Object Name	Navigation	Usage
Unpost Reason	UNPOST_RSN_TABLE	Set Up Financials/Supply Chain, Product Related, Receivables, Options, Unpost Reason, Unpost Reason	Set up reason codes for unposting groups.

Setting Up Credit Card Bank Accounts

To set up credit card bank accounts, use the CR Card Bank Account component (AR_CRC_ACCT_TBL).

This section lists a prerequisite and discusses how to link bank accounts to customer credit card payments.

Prerequisite

Create a bank account using the External Accounts component (BANK_EXTERNAL) that has a collection method of Credit Card.

See Also

Defining Collection Methods

Page Used to Set Up Credit Card Bank Accounts

Page Name	Object Name	Navigation	Usage
CR Card Bank Account (credit card bank account)	AR_CRC_ACCT_TBL	Set Up Financials/Supply Chain, Product Related, Receivables, Options, CR Card Bank Account, CR Card Bank Account	Identify which bank accounts receive deposits for credit card payments.

Linking Bank Accounts to Customer Credit Card Payments

Access the Credit Card Bank Account page.

Select a bank code and bank account that has Credit Card as the collection method.

Setting Up Direct Debit Profiles

To set up direct debit profiles, use the Direct Debit Profile component (DD_PROFILE).

Direct debit profiles define the processing characteristics for the Create Direct Debits Application Engine process (AR_DIRDEBIT). You assign a profile to each bill to customer who pays for direct debits.

This section discusses how to create direct debit profiles.

Page Used to Set Up Direct Debit Profiles

Page Name	Object Name	Navigation	Usage
Direct Debit Profile - Profile	DD_PROFILE	Setup Financials/Supply Chain, Product Related, Receivables, Payments, Direct Debit Profile. Profile	Create direct debit profiles.

Creating Direct Debit Profiles

Access the Direct Debit Profile - Profile page.

Item Exclusion Options

Use the check boxes in the Item Exclusion Options group box to prevent the Create Direct Debits process from selecting certain types of items when it creates direct debits and builds the worksheet.

Customer Exclusion Options

Use the check boxes in the Customer Exclusion Options group box to prevent the Create Direct Debits process from selecting items for customers who are in collection or dispute.

Approval Limits

The values that you enter in the Approval Limits group box determine whether the Create Direct Debits process automatically approves a direct debit or a direct credit. If the direct debit amount is within the approval limits, it assigns the status of Accepted. If the process does not approve the direct debit because it is over the approval limit, it assigns the status of Pending Approval.

Currency and Rate Type	Enter the currency and rate type for the profile. If the currency of the items in the direct debit differs from the currency in the profile, the Create Direct Debits process uses the rate type to convert the amount for comparison.
Debit Approval Limit	Enter the maximum amount that a direct debit can be for the Create Direct Debits process to approve it.
Credit Approval Limit	Enter the maximum amount that a direct credit can be for the Create Direct Debits process to approve it.

Processing Options

One Item Per Direct Debit?

Select to create a separate direct debit for each item, regardless of the number of items specified in settings on the EFT layout. If you do not select this option, the system creates one direct debit for all items that have a matching business unit, customer, due date, and currency.

Net Debit/Credit Amounts?

Select to have the Create Direct Debits process create one direct debit that corresponds to the net of all debit and credit open items for the selected business unit, customer, due date, and currency.

Use Entry Type

Select to use the direct debit profile that you assigned to the entry type for the item on the Entry Type page instead of the direct debit profile that you assigned to the bill to customer. The Create Direct Debits process selects only items whose entry type matches the direct debit profile that you select on the run control page and the process uses that profile to determine the processing options.

Note. If you do not assign a direct debit profile to an entry type, the system uses the direct debit profile that you assigned to the bill to customer.

Remit to Bank Details

Bank and Account

Enter the bank ID and account number into which the funds are deposited.

EFT Layout (electronic funds transfer layout)

Select the EFT layout that you use to request the funds. The system populates this field with the default EFT layout that you assigned to the bank account on the Collection Methods page. Override the layout if needed.

Settle by

Displays the remittance method that you assigned to the EFT layout on the Collection Methods page for the bank account. Values are:

01 Financial Gateway: Sends the settlement request through Cash Management's Financial Gateway option. The Financial Gateway option creates the EFT files and submits them to the bank. You receive acknowledgement statuses from the Financial Gateway option.

02 Format EFT: Generates an EFT file in Receivables, which you send to the bank manually or through a third-party integration.

The Create Direct Debits process assigns the remittance method to each direct debit that it creates. When you run the processes to create direct debits, each process checks the Settle by field for the direct debit to determine whether to process the direct debit.

See Understanding the Direct Debit Remit Process.

Setting Up EFT Reason Codes for Direct Debits

To set up EFT reason codes, use the EFT Reason Codes component (EFT_BANK_REASON).

This section provides an overview of EFT reason codes and discusses how to set up reason codes.

Understanding EFT Reason Codes

In some countries, the bank sends an EFT file after you submit direct debits to the bank confirming whether the payment was collected. The file contains a reason code for each payment record that indicates whether it was collected. If payment is not collected, the reason code indicates why it was not collected. You run the DD_AR_BANK Application Engine process to process the bank EFT file and to update the status of the Direct Debit Control record. When you run the Receivable Update process, it creates the appropriate accounting entries based on the change to the control record.

Page Used to Set Up Reason Codes

Page Name	Object Name	Navigation	Usage
EFT Reason Codes (electronic funds transfer reason codes)	EFT_BANK_REASON	Setup Financials/Supply Chain, Common Definitions, EFT, EFT Reason Codes, EFT Reason Codes	Set up reason codes for direct debit processing.

Setting Up Reason Codes

Access the EFT Reason Codes page.

Reason Code

Enter a user-defined reason code and description.

Event

Select the appropriate direct debit business event. Select one of these values:

Cancel: Changes the status in the Direct Debit Control table (PS_DD_CONTROL) for the direct debit to Rejected.

Cash at Due Date: Changes the status in the Direct Debit Control table to Complete.

Set up the following reason codes for the RID files used in Italy. Other countries can use this as an example to set up their reason codes.

Reason Code	Description	Action
50001	Customer bank account closed.	Cancel direct debit.
50003	Insufficient funds.	Cancel direct debit.
50004	Unapproved by customer.	Cancel direct debit.
50006	Incorrect due to technical problems at issuer bank.	Cancel direct debit.
50007	Incorrect due to technical problems at customer bank.	Cancel direct debit.
50008	Payment stopped by issuer.	Cancel direct debit.
50009	Incorrect due to nontechnical reasons.	Cancel direct debit.
50010	Payment collected.	Apply cash.

Selecting EFT Layouts

PeopleSoft provides several delivered EFT layouts that are used for the following:

Payment processing.
Direct debit processing.
U.S. federal agency interfaces.

Electronic Payments

These EFT layouts are used to receive electronic payments:

EFT File Layout Codes	Description	Country
EDI	Use to receive electronic payments and remittances from the bank.	United States
KIJ	Use Kijitsu for inbound transmissions.	Japan

Direct Debits

The following EFT layouts are used for transmitting direct debits manually or through a third-party integration. You set them up on the EFT File Layouts page.

EFT File Layout Code	Description	Country
BACS	Use for outbound transmissions.	United Kingdom
BECS	Use for outbound transmissions. Bulk Electronic Clearing System.	Australia
CLIEOP2	Use CLIEOP2 for outbound transmissions.	Netherlands
CLIEOP3	Use CLIEOP3 for Euro compatible outbound transmissions.	Netherlands
CPA005	Use for outbound transmissions. Canada Pay Association.	Canada
CSB19	Use for outbound transmissions.	Spain
CSB43	Use for outbound transmissions.	Spain
DDRD	Use for outbound transmissions.	Japan
DOM80	Use for outbound transmissions.	Belgium
DTAUS	Use for outbound transmissions.	Germany
ETBDD	Use for outbound transmissions.	France
RID	Use for inbound and outbound transmissions.	Italy
UFF	Use the Universal File Format for outbound transmissions.	United States

The following EFT layouts are used for transmitting direct debits using the Financial Gateway option in Cash Management. You set them up on the Layout Catalog page.

Format ID	Format Name
820 ACH	EDI 820 payment format for ACH
CCD	NACHA CCD payment format
CCD+	NACHA CCD+ payment format
CTX	NACHA CTX payment format
PAYMENTEIP	PeopleSoft XML Format, PAYMENT_DISPATCH EIP Message
PPD	NACHA PPD payment format

U. S. Federal Agency Interfaces

Use the IPAC file layout for the Intra-Governmental Payment and Collections (IPAC) interface.

See Also

Setting Up EFT Processing

Setting Up Common Components for Bank Statement, Payment, and Payment Acknowledgment Processing

Setting Up Rules for Overdue Charges

To define rules for overdue charges, use the Overdue Charging component (OVRDUE_CHG_TABLE2).

This section provides an overview of overdue charge IDs and discusses how to:

Define overdue charge IDs.
Define exclusions from overdue charges.

Understanding Overdue Charge IDs

Overdue charge IDs enable you to define the overall processing rules for overdue charge invoices, such as:

If overdue charges should be added to the customer balance.
The number of days that must elapse before overdue charges are reassessed.
The overdue charge percentage rate.
What items should be excluded from overdue charges invoices, such as past due items that are in dispute.

Pages Used to Set Up Overdue Charge IDs

Page Name	Object Name	Navigation	Usage
Overdue Charging - Setup 1	OVERDUE_CHG_TABLE1	Set Up Financials/Supply Chain, Product Related, Receivables, Credit/Collections, Overdue Charging, Setup 1	Define overdue charge IDs and some basic rules for how to calculate overdue charges.
Overdue Charging - Setup 2	OVERDUE_CHG_TABLE2	Set Up Financials/Supply Chain, Product Related, Receivables, Credit/Collections, Overdue Charging, Setup 2	Define the conditions under which items should be excluded from overdue charges.

Defining Overdue Charge IDs

Access the Overdue Charging - Setup 1 page.

Create Overdue Charge Document

Select to create an overdue charge document to send to a customer. This document contains only overdue charges—not any of the customer's existing open items—and does not affect the customer's balance.

Create Charge by Item Line

Select to create a separate line item for each overdue charge. This enables users to see a separate line for the principal and each overdue charge type on the payment worksheet. It also enables the user to pay each of the charges prior to reducing the item's principal. If you clear this check box, users will see a single line item that includes a lump sum amount of the principal and all overdue charges.

Create A Group To Post Charges

Select to create an overdue charge group to be posted and to increment the customer's account based on the charges. This option does not create a document of any kind, but creates one overdue charge group per business unit requested on the run control. The process creates a group that has a group type of F.

If you need to create a statement that has new overdue charges invoices and the customer’s existing open items:

Select the Create A Group To Post Charges check box on this page.

Generate overdue charges.

Run the Receivable Update process for the business units of the newly created overdue charge group.

Generate the statement.

One Time Charge Flag

Select to indicate whether the Overdue Charges Application Engine process (AR_OVRDUE) should create an overdue charge only once or multiple times by checking for a last assessed date. If selected, the process creates an overdue charge only once for an item; otherwise, the process continues to create overdue charges until the item is closed.

Include Prior Charges

Select to include prior overdue charges in the calculation of the current balance.

Assign Once Per Item

Select to have the system check to see whether any overdue charges exist for any of the current items that qualify for overdue charging for this specific overdue charge ID. If a charge exists for one or more items, the system does not calculate a new charge; however, the system calculates this type of overdue charge for any qualified items that do not have any charges assessed against them. After these charges are assessed against these items, the system prevents them from being charged again.

Overdue Charge Rate Type

Select the value that determines how the systems calculates the overdue charge:

Fixed Amt (fixed amount): Creates an administrative or punitive charge for the amount that you enter in the Fixed Amt (fixed amount) field.

Percentage: Calculates a charge using the percentage rate in the Percent field.

Prime Plus: Calculates a charge using the prime rate that you enter on the Overdue Charges run control page plus the percentage rate that you enter in the Percent field.

Days Between Charges

Enter the number of days that the system must wait before reassessing overdue charges for items that have already been evaluated for overdue charging. The Overdue Charges process uses this value differently depending on whether an item has already had an overdue charge assessed.

If an item has a previous overdue charge, the system compares the value in the Days Between Charges field to the number of days between the date of the current overdue charge run and the date of the previous overdue charge.

If the item has no previous overdue charges, it compares the value in the Days Between Charges field to the number of days between the date of the current overdue charge run and the date used as the basis date.

Grace Days

Enter the number of grace days that the system uses in combination with the basis date to determine if the item is overdue. If you want the trigger for the overdue charges and the amount of the overdue charges to be calculated based on the same day, enter 0.

Overdue charge calculations use the grace days defined here, not the grace due days that are associated with the business unit, customer, or item. Those grace days refer to the due date, which may not be the same as the overdue charge basis date.

Note. Grace days are not included in the overdue charge calculations.

Days in Calculation Year

Enter a number to determine the number of days in the year, such as 365 or 366, that represents an annual basis for the interest calculation. The system uses the basis date to determine how many days the item is overdue.

Field Name

Select the date field used as the basis date for calculating the overdue charges:

ACCOUNTING_DATE: Date the account entry was entered into the system.

ASOF_DT: As of date entered on the pending item.

DUE_DT: Date a transaction is due.

USER_DT1 to USER_DT4: Additional date defined by the user.

Entry Type

Displays the entry type that you defined for overdue charges. All overdue charge items have this entry type.

Entry Reason

Select one of the entry reasons assigned to the overdue charge entry type. The system uses this entry reason for all overdue charge items that the Overdue Charges process creates using this overdue charge ID. The entry type and entry reason determine the correct accounting distribution for each charge. To process an overdue charge manually or automatically, the automatic entry type and reason code must be identical to the item entry type and reason code.

See Also

Generating Customer Statements

Defining Exclusions From Overdue Charges

Access the Overdue Charging - Setup 2 page.

Add An Item, Minimum Item Charge, and Minimum Business Unit Charge

Select either a detail level or summary level for overdue charges.

If you want a detail level, clear the Add An Item check box and enter a minimum item charge. The overdue charges appear as activity against the original item, and one overdue charge appears for each open item using the same item ID as the open item. This method has the effect of adding the overdue charge to the original item and increasing its balance.

If you want a summary level, select the Add An Item check box and enter a minimum business unit charge. The system combines all overdue charges in one new item that posts to the customer’s account. For example, if a customer has 10 past due items that qualify for overdue charges, the system creates one overdue charge. This method has the effect of increasing the customer’s balance without affecting the original item's balance. This method enables you to increase the calculated charge to a minimum amount for a customer and business unit combination.

Currency

Select a currency for the Minimum Item Charge and Minimum Business Unit Charge fields to calculate overdue charges.

Item Exclusion Options

Exclude Collection Items and Exclude Disputed Items	Select to prevent items from appearing on overdue charges invoices if they are marked for collection or dispute.
Exclude Credit Items	Select to prevent credit memos, on-account payments, and prepayments from appearing on overdue charges invoices.
Exclude Deduction Items	Select to prevent deduction items from appearing on overdue charges invoices.
Exclude Items < (exclude items less than)	Select to exclude overdue charges that are less than the amount specified.

Cancel Document Options

Cancel Collection Customer and Customer Is In Dispute

Select to prevent the generation of overdue charges invoices for customers that are marked for collection or dispute on the Credit Profile page.

The system creates an invoice if the correspondence group to which the customer belongs has other eligible open items. The system does not create an invoice if the correspondence customer itself is in collection or dispute.

Document Has Credit Total

Select to have the Overdue Charges process skip invoices with a negative total.

Document Total < (document total less than)

Select this check box and enter a monetary limit to prevent the system from generating invoices when the total of items on the invoice is less than a certain amount specified.

The Document Has Credit Total and Document Total < check boxes apply to the balance of the invoice, which is always at the correspondence customer level. Therefore, a customer with a small debit balance is overridden by a customer with a larger credit balance if both customers belong to the same correspondence customer, and the system creates the invoice.

Setting Up Item Audit Options

To define item audit options, use the Audit Control component (AUDIT_CNTRL).

This section provides an overview of audit history options and discusses how to select fields for auditing.

Understanding Audit History Options

The system creates an audit history record when you change values in the fields that you specify for tracking on the Item table (PS_ITEM). This enables your organization to have as comprehensive audit history records as you need. The more fields that you select to track, the more audit history records you will have. View the changes on the Item Audit History page.

The system tracks the changes that you make online using the View/Update Item Details component (ITEM_MAINTAIN) or when you use the Multi-item Update feature on the Item List page. It also tracks changes to field values that you select to update when you run the Mass Change Application Engine process (AR_MASSCHG).

Page Used to Define Item Audit Options

Page Name	Object Name	Navigation	Usage
Audit Control	AUDIT_CNTRL_TBL	Set Up Financial/Supply Chain, Product Related, Receivables, Credit/Collections, Audit Control, Audit Control	Select the fields on the Item table for which you want to create audit history.

Selecting Fields for Auditing

Access the Audit Control page.

Select any of the fields on the Item table for an item for which you want to generate an audit history record when you change the field values for items. The system creates an audit history record when anyone changes the field value.

(USF) Setting Up the Receivables Due From the Public Report

To set up the Receivables Due From the Public report, use the Reporting Entity Code (ENTITY_GRP), Receivable Type (REC_TYPE_GRP), and the Delinquency Code (DELINQ_GRP) components .

This section provides an overview of the Receivables Due From the Public report (ARSF2209) and discusses how to:

Define report entity codes.
Define receivable type codes.
Define delinquency codes.

Understanding the Receivables Due From the Public Report

The Receivables Due From the Public report is the U.S. Department of Treasury's means for periodically collecting data on the status and condition of the federal government's non-tax department portfolio in accordance with the requirements of the Debt Collection Act of 1982 and the Debt Collection Improvement Act of 1996 (DCIA).

This section discusses:

Entity codes and receivabes types.
Entry types.
Delinquency codes.
Customer types.

Entity Codes and Receivable Types

When you enter pending items, you assign reporting entity codes and receivable types. The entity codes and receivable types are used to identify the items whose data you are including in the report.

Entry Types

Many of the lines in the report include only amounts for items with specific entry types. To populate these lines, you must set up entry types for the codes in the following table and create an automatic entry type for each entry type:

Entry Type Code	Description
ADMIN	Administrative Charge
FC	Finance Charge
OC	Overdue Charge
PY	Payment
WO	Write-off
TAXES	Tax Receipts
AD	Adjust Write-off
ADR	Adjustments Reclassified
ADS	Adjustments to Sale of Assets
ADC	Adjustments - Consolidations
RD	Rescheduled Debt

Delinquency Codes

You assign delinquency codes to items on the Item Delinquency page. The system uses these codes to determine which items' amounts to include in various lines of the report. You must set up the delinquency codes in the following table for the report and the codes must exactly match this list to update the various line amounts correctly:

Delinquency Code	Description
AGN	By Agency
OTP	Other Third Party
AST	Asset Sales
PCA	Private Collection Agency
TOP	At Treasury for Offset
WGR	Wage Garnishment
CLO	Closed Out
NA	Non-Delinquent
BKR	In Bankruptcy
FRB	Forbearance/Formal Appeals
FRC	In Foreclosure
LIT	In Litigation
IOS	Eligible for Internal Offset
TXS	At Treasury Cross Servicing
OF%	Exempt from Treasury Referral
DET	Debt Exempted by Treasury
DC%	Debt Collection

Customer Types

The report also includes item amounts for only specific customer types in various lines on the report. You assign the customer type to the customer on the General Info page for the customer. Also, the report includes item amounts for customers in various lines only if you selected the Federal Customer check box on the General Info page.

The system-delivered translate values for the Customer Type field (CUSTOMER_TYPE) are 1, 2, 3, and 4. For the report to update the report lines correctly, you must change these translate values to the following values:

F: Foreign or Sovereign
S: State or Local
M: Commercial
N: Consumer

See Also

Setting Up Entry Types and Reasons

Adding Customer Names and Levels and Assigning Roles

Pages Used to Set Up the Receivables Due From the Public Report

Page Name	Object Name	Navigation	Usage
Installation Options - Receivables	INSTALLATION_AR	Set Up Financials/Supply Chain, Install, Installation Options, Receivables	Enable the fields and buttons associated with the Receivables Due From the Public report to appear on business unit, pending item entry, and item maintenance pages.
Reporting Entity Code	ENTITY_TBL	Set Up Financials/Supply Chain, Product Related, Receivables, Options, Reporting Entity Code, Reporting Entity Code	Define report entity codes for the government agencies or divisions to which the Receivables Due From the Public report is submitted.
Receivable Type	REC_TYPE_TBL	Set Up Financials/Supply Chain, Product Related, Receivables, Options, Receivable Type, Receivable Type	Define codes that represent the loan types.
Delinquency Code	DELINQ_TBL	Set Up Financials/Supply Chain, Product Related, Receivables, Payments, Delinquency Code, Delinquency Code	Define delinquency codes.

Defining Report Entity Codes

Access the Reporting Entity page.

The report entity code is unique for each reporting entity. The first two digits identify the agency, the next two digits identify the bureau, and the remaining digits identify the entity.

Defining Receivable Type Codes

Access the Reporting Entity Code page.

The Receivables Type code identifies the loan as a direct loan, defaulted guaranteed loan, or a noncredit receivable. This code appears at the top of the Receivable Due From the Public report to identify the types of items whose amounts are included in the various report lines.

Defining Delinquency Codes

Access the Delinquency Code page.

Be sure that the code values exactly match the list described earlier in this section.

(USF) Setting Up Agency Location Codes

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

This section provides an overview of agency location codes and discusses how to define agency location codes.

Understanding Agency Location Codes

If you represent a U.S. federal agency, you submit billing, collection, and payment information for intra-governmental transactions using the IPAC interface. You set up agency location codes to identify where you submit this information.

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, Agency Location Code	Define agency location codes.

Defining Agency Location Codes

Access the Agency Location Code page.

Enter agency name and address information.

(USF) Setting Up Memo Status Codes

To define memo status code, use the Memo Status Codes component (MEMO_STATUS_CODE).

This section provides an overview of memo status codes and lists the page used to set up memo status codes.

Understanding Memo Status Codes

U.S. federal agencies can use memo status codes to track changes to the status of a delinquent item. Use the Memo Status Changes page to enter each status code as an item changes its status. Receivables delivers the following codes that you must set up for each setID as needed. You can also create user-defined codes.

Code	Description
FOREBEAR (In forbearance or appeal)	The item is in a formal appeals process or a forbearance program.
FORECLOSE (In foreclosure)	The item is in foreclosure because the agency received payment by seizing collateralized property. A notice of default for the item has been filed.
GARNISH (In wage garnishment)	An agency is pursuing the delinquent item by garnishing an employee's wages.
RESCHEDULE (Rescheduled)	The terms and conditions have been changed to facilitate the payment of the item. Rescheduled receivables are not considered delinquent unless the debtor fails to pay under the revised terms.
WAIVE (Waived/unwaived)	An agency has waived payment of the item or fees associated with the item.
ELIGBOFF (Eligible for offset)	A delinquent item is eligible for referral to the U.S. Department of Treasury for offset.
REFOFF (Eligible for internal collection)	The item has been referred to the U.S. Department of Treasury for offset.
ELGBINT (Eligible for internal collection)	The item is eligible to be collected by an internal agency.
ELGBCROSS (Eligible for cross-servicing)	The item is eligible for referral to the U.S. Department of Treasury or a designated debt collection center for cross-servicing.
REFCROSS (Referred for cross-servicing)	The item has been referred to the U.S. Department of Treasury or a designated debt collection center for cross-servicing.
REFCOLL (Referred to private collection)	The item has been referred to a private collection agency.
REFJUST (Referred to Dept of Justice)	The item is in litigation at either the U.S. Department of Justice or at an agency with the statutory authority to litigate.
OFFSET (Collect by other methods)	Part of the outstanding item amount can be collected by other methods, such as tax refund or wage garnishments.
SUSPENDED (Suspended)	The debtor cannot currently pay for the item, and the collection actions have been suspended or terminated.
COMPROMISE (Compromised)	The open item amount has been compromised with the debtor and payment has been received. The agency must determine whether to report this to the IRS on a 1099–C and get it off the books.
WRITEOFF (Written-off)	The agency has determined that it cannot collect the payment for item. The debt can be reported as written-off.
CLOSEOUT (Closed out)	The agency has decided to write off the item.

Page Used to Set Up Memo Status Codes

Page Name	Object Name	Navigation	Usage
Memo Status Codes	MEMO_STATUS_TBL	Set Up Financials/Supply Chain, Product Related, Receivables, Options, Memo Status Codes, Memo Status Codes	Add and maintain memo status codes.

Setting Up User-Defined Fields

Receivables provides 22 fields in the Item (PS_ITEM) and Pending Item (PS_PENDING_ITEM) tables that you can use to track company- or industry-specific information that is not predefined on these tables, such as a shipment date. You define the value to use for each of the fields, and you can specify what to use for the field label. User fields include:

USER_DATE_1 through USER_DATE_4, which store date values.
USER_1 through USER_10, which store single character values.
USER_AMT1 through USER_AMT8, which store numeric values.

The USER_1 through USER_10 fields are one-character fields. You should modify the field length to meet your organization's requirements.

Use PeopleSoft Application Designer to change the field labels and field lengths.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Application Designer

Day Increment	Select to have the system add the specified number of days to the base date of your terms. For example, if your terms are 2/10 net 30, your net terms reference a timing ID with a day increment of 30 and your discount terms reference a timing ID with a day increment of 10.
Month Increment	Select to have the system add the specified months to the base terms date. For example, if your terms are End of the Next Month, you reference a timing ID with a month increment of one.
Due Day	Enter the specific due day that the payment is due each month. For example, enter 15 if you want the payment due on the fifteenth of the month. Enter a due date if you know that payment for specific items is due on the same day every year.
End of Month	Select to indicate that the system should use the last day of the indicated month. If your terms were due at the end of the next month, for example, enter a month increment of 1 and select the End of Month check box.
Due Date	Enter a due date if you know that payment for specific items is due every year on the same date.

Field Name	Select a field from the Item table (PS_ITEM) that the remittance information references.
Prompt Table	Select a prompt record for the reference qualifier code which the system uses system to display an appropriate list when a user prompts on the field online.

Create Overdue Charge Document	Select to create an overdue charge document to send to a customer. This document contains only overdue charges—not any of the customer's existing open items—and does not affect the customer's balance.
Create Charge by Item Line	Select to create a separate line item for each overdue charge. This enables users to see a separate line for the principal and each overdue charge type on the payment worksheet. It also enables the user to pay each of the charges prior to reducing the item's principal. If you clear this check box, users will see a single line item that includes a lump sum amount of the principal and all overdue charges.
Create A Group To Post Charges	Select to create an overdue charge group to be posted and to increment the customer's account based on the charges. This option does not create a document of any kind, but creates one overdue charge group per business unit requested on the run control. The process creates a group that has a group type of F. If you need to create a statement that has new overdue charges invoices and the customer’s existing open items: Select the Create A Group To Post Charges check box on this page. Generate overdue charges. Run the Receivable Update process for the business units of the newly created overdue charge group. Generate the statement.
One Time Charge Flag	Select to indicate whether the Overdue Charges Application Engine process (AR_OVRDUE) should create an overdue charge only once or multiple times by checking for a last assessed date. If selected, the process creates an overdue charge only once for an item; otherwise, the process continues to create overdue charges until the item is closed.
Include Prior Charges	Select to include prior overdue charges in the calculation of the current balance.
Assign Once Per Item	Select to have the system check to see whether any overdue charges exist for any of the current items that qualify for overdue charging for this specific overdue charge ID. If a charge exists for one or more items, the system does not calculate a new charge; however, the system calculates this type of overdue charge for any qualified items that do not have any charges assessed against them. After these charges are assessed against these items, the system prevents them from being charged again.
Overdue Charge Rate Type	Select the value that determines how the systems calculates the overdue charge: Fixed Amt (fixed amount): Creates an administrative or punitive charge for the amount that you enter in the Fixed Amt (fixed amount) field. Percentage: Calculates a charge using the percentage rate in the Percent field. Prime Plus: Calculates a charge using the prime rate that you enter on the Overdue Charges run control page plus the percentage rate that you enter in the Percent field.
Days Between Charges	Enter the number of days that the system must wait before reassessing overdue charges for items that have already been evaluated for overdue charging. The Overdue Charges process uses this value differently depending on whether an item has already had an overdue charge assessed. If an item has a previous overdue charge, the system compares the value in the Days Between Charges field to the number of days between the date of the current overdue charge run and the date of the previous overdue charge. If the item has no previous overdue charges, it compares the value in the Days Between Charges field to the number of days between the date of the current overdue charge run and the date used as the basis date.
Grace Days	Enter the number of grace days that the system uses in combination with the basis date to determine if the item is overdue. If you want the trigger for the overdue charges and the amount of the overdue charges to be calculated based on the same day, enter 0. Overdue charge calculations use the grace days defined here, not the grace due days that are associated with the business unit, customer, or item. Those grace days refer to the due date, which may not be the same as the overdue charge basis date. Note. Grace days are not included in the overdue charge calculations.
Days in Calculation Year	Enter a number to determine the number of days in the year, such as 365 or 366, that represents an annual basis for the interest calculation. The system uses the basis date to determine how many days the item is overdue.
Field Name	Select the date field used as the basis date for calculating the overdue charges: ACCOUNTING_DATE: Date the account entry was entered into the system. ASOF_DT: As of date entered on the pending item. DUE_DT: Date a transaction is due. USER_DT1 to USER_DT4: Additional date defined by the user.
Entry Type	Displays the entry type that you defined for overdue charges. All overdue charge items have this entry type.
Entry Reason	Select one of the entry reasons assigned to the overdue charge entry type. The system uses this entry reason for all overdue charge items that the Overdue Charges process creates using this overdue charge ID. The entry type and entry reason determine the correct accounting distribution for each charge. To process an overdue charge manually or automatically, the automatic entry type and reason code must be identical to the item entry type and reason code.