Payment Processing
Payment Processing
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Training GuidePayment ProcessingTable of ContentsPayment Processing . 2Payment Processing . 3Payment Processing Overview .4Roles and Responsibilities . 5Creating Payments Overview . 6Maintaining Payments Overview . 7Bank Reconciliation Overview . 8What's Changing? . 9Pay Cycle Processing . 10Pay Cycle Manager . 11Run a Pay Cycle. 12Pay Cycle Options . 98Pay Cycle Reports. 114Maintaining Payments . 152Canceling a Payment . 153Issuing a Stop Payment . 164Escheating a Payment . 165Bank Reconciliation. 181Running Bank Reconciliation . 182Incorrect Bank Transactions . 206Course References . 207Knowledge Assessment . 208Page iii
Training GuidePayment ProcessingPage 1
Training GuidePayment ProcessingPayment ProcessingPage 2
Training GuidePayment ProcessingPayment ProcessingThis is the Payment Processing course within the Accounts Payable curriculum.If you need a reminder on how to navigate through this course using ARC's web-based trainingtool (WBT), click here /files/gateway/content/training/job aids/Job Aid Getting Started With the Web Based Tool.pdf) for a quick reference guide.Page 3
Training GuidePayment ProcessingPayment Processing OverviewThis is the Payment Processing Overview lesson of the Payment Processing course. Uponcompletion of this lesson, you will be able to: Describe the end to end process for processing payments in the Accounts Payable (AP)module, including key changes and benefits for making the changesUnderstand the roles and responsibilities of users involved in payment processingEstimated time needed to complete lesson: 30 minutesPage 4
Training GuidePayment ProcessingRoles and ResponsibilitiesPayment processing roles are managed by security rights. Payment processing is generallymanaged by people within the Central Accounts Payable group. Throughout this course, thefollowing characters with different security rights and roles will help demonstrate paymentprocessing business flow:Page 5
Training GuidePayment ProcessingCreating Payments OverviewIn the ARC Accounts Payable module, there are multiple ways to create payments. In addition tocreating manual payments, Central AP will have the ability to use ARC’s Pay Cycle functionalityfor standard payment processing. This tool is known as the Pay Cycle Manager. The process is asfollows:At the end of the process, the Pay Cycle Processor will use the ACH InfoDex System to enableChase bank to verify the authenticity of ACH files received by the Bank. The InfoDex Systemwill only communicate with someone within CU who enters the proper user ID and passwordassigned to them. Using a touchtone telephone the authorized CU personnel determine whetherthe ACH file has been received by Chase bank and determines if the file conforms to the pertinentARC reports produced as part of pay cycle processing.Page 6
Training GuidePayment ProcessingMaintaining Payments OverviewCentral users with the appropriate role in the ARC Accounts Payable module will be able to takeappropriate actions to maintain payments that have been generated. These include:Page 7
Training GuidePayment ProcessingBank Reconciliation OverviewARC's bank reconciliation functionality enables Cash Accounting to reconcile bank statementsagainst system transactions. First, a redeemed check file from Chase Bank is loaded into thesystem. ARC will then automatically reconcile transactions in the system against the transactionsin the redeemed check file. Exception handling will be managed centrally by users with theappropriate security role in the ARC Accounts Payable module via the Semi-ManualReconciliation page:Page 8
Training GuidePayment ProcessingWhat's Changing?The new Pay Cycle Manager will help streamline payment processing. In addition, the followingchanges will occur:Page 9
Training GuidePayment ProcessingPay Cycle ProcessingThis is the Pay Cycle Processing lesson of the Payment Processing course. Upon completion ofthis lesson, you will be able to: Process a Pay Cycle using the Pay Cycle ManagerRun Pay Cycle ReportsRun the Trial Register ReportApprove or reject a Pay CycleGenerate Payment FilesEstimated time needed to complete lesson: 30 minutesPage 10
Training GuidePayment ProcessingPay Cycle ManagerThe Pay Cycle Manager tool in ARC encomposses all the individual processes required togenerate payments. These individual processes—such as payment selection, payment creation,and approval — that generate payments are referred to collectively as the pay cycle. In order torun the pay cycle and generate payment files, the Pay Cycle Processor in Accounts Payable willperform each individual process within ARC's Pay Cycle Manager tool. The Pay Cycle Managerfollows this process: From the ‘Pay Cycle Processing’ page, users identify the criteria for the transactions to beprocessed, such as scheduled payment date range, business unit, vendor and bankaccount. The Pay Cycle process creates the actual payments based on the bank account,vendor, voucher, and business unit information definedUse Pay Cycle Manager to initiate the pay cycle process, view and send payments to aprinter or a file, and create automated clearing house (ACH) files, check files, wireadvice reports, and positive payment filesIndividual payments can be reviewed and updated for exclusion from the Pay Cycle,placed on hold, or flagged for separate payment before the Payment Creation processrunsPage 11
Training GuidePayment ProcessingRun a Pay CycleRunning a Pay Cycle consists of the following steps:Throughout the following topic, imagine a time you have faced a similar scenario: The voucherprocess is complete, and Jill needs to run the pay cycle process so that payments can be createdand distributed to vendors.Estimated time needed to complete topic: 20 minutesProcedureWelcome to the Run a Pay Cycle topic where you will learn how to run a pay cycle.Step1.Page 12ActionClick the Accounts Payable link.
Training GuidePayment ProcessingStep2.ActionThe Payments menu will contain items pertaining to payment processing. To selecttransactions to be paid, click the Pay Cycle Processing link.Page 13
Training GuidePayment ProcessingStep3.Page 14ActionClick the Payment Selection Criteria link.
Training GuidePayment ProcessingStep4.Step5.ActionFirst you will need to enter a Pay Cycle identifier. In the live ARC system, you willactually choose from a list of existing pay cycles (discussed in the next topic). Fortraining purposes and to highlight the payment selection criteria tabs, we will use anew pay cycle (although you should not normally need to do this). Start by ensuringthe "Add a New Value" tab is selected and enter an identifier for this particular PayCycle. In this case, we will use the date. Enter the desired information into the PayCycle field. Enter "051612". (Note: At go-live,the various pay cycles will beestablished to be run on a daily basis, in which the payment selection dates will beincremented daily to pick up vouchers for payment. You will not need to create anew Pay Cycle ID every time you run the Pay Cycle.)ActionClick the Add button.Page 15
Training GuidePayment ProcessingStep6.Page 16ActionClick in the Pay Cycle field.
Training GuidePayment ProcessingStep7.Step8.ActionEnter the desired information into the Pay Cycle Description field.Enter "Columbia Pay Cycle".ActionNow, you will define the dates by which to filter transactions you want to pay. Enterthe desired information into the Pay From Date field. Enter "05/16/2012".Page 17
Training GuidePayment ProcessingStep9.Page 18ActionEnter the desired information into the Next Pay Through Date field. Enter"05/18/2012".
Training GuidePayment ProcessingStep10.Step11.ActionEnter the desired information into the Next Payment Date field. Enter"05/18/2012".ActionClick the Preferences tab.Page 19
Training GuidePayment ProcessingStep12.Page 20ActionClick the Suppress Zero Amount Check option.
Training GuidePayment ProcessingStep13.Step14.ActionClick the Approval list to select which approvals are necessary for transactionsbeing processed in this Pay Cycle.ActionClick the User Approval list item.Page 21
Training GuidePayment ProcessingStep15.Page 22ActionClick the Look up Step Group (Alt 5) button.
Training GuidePayment ProcessingStep16.Step17.ActionThis will specify what steps are taken in the Pay Cycle. Click the Columbia link.ActionClick the Credit Vouchers list to determine what options you went to select forcredit versus debit vouchers.Page 23
Training GuidePayment ProcessingStep18.Page 24ActionClick the Process When DRs CRs list item.
Training GuidePayment ProcessingStep19.Step20.ActionClick the Source / BU tab.ActionValidate that the options are appropriate on the Source/BU tab. You can select thetypes of transactions from which to process payments. Note: when processingpayments for vouchers from HRPAC (i.e. garnishments, insurance payments), theCUBUS business unit should be included.Page 25
Training GuidePayment ProcessingStep21.Page 26ActionClick the Bank / Method tab.
Training GuidePayment ProcessingStep22.Step23.ActionClick the Look up Bank (Alt 5) button to select the bank from which you'reprocessing payments.ActionClick the CHASE link.Page 27
Training GuidePayment ProcessingStep24.Page 28ActionSelect the appropriate account by clicking the Look up Account (Alt 5) button.
Training GuidePayment ProcessingStep25.Step26.ActionClick the DISB link.ActionClick the Add a new row at row 1 (Alt 7) button to select multiple paymentmethods.Page 29
Training GuidePayment ProcessingStep27.Page 30ActionClick the Payment Method list.
Training GuidePayment ProcessingStep28.Step29.ActionClick the Automated Clearing House list item.ActionClick the Payment Method option.Page 31
Training GuidePayment ProcessingStep30.Page 32ActionClick the Add a new row at row 1 (Alt 7) button to create a wire transfer paymentmethod.
Training GuidePayment ProcessingStep31.ActionClick in the Bank field.Page 33
Training GuidePayment ProcessingStep32.Step33.Page 34ActionEnter the desired information into the Bank field. Enter "CHASE".ActionClick in the Account field.
Training GuidePayment ProcessingStep34.ActionWire Payments needs to be paid from the CONC bank account. Enter the desiredinformation into the Account field. Enter "CONC".Page 35
Training GuidePayment ProcessingStep35.Step36.Page 36ActionClick the Payment Method list.ActionClick the Wire Transfer list item.
Training GuidePayment ProcessingStep37.ActionClick the Save button.Page 37
Training GuidePayment ProcessingStep38.Step39.Page 38ActionClick the Pay Cycle Processing button.ActionClick the Pay Cycle Manager button to process the Pay Cycle.
Training GuidePayment ProcessingStep40.ActionClick in the Pay Cycle field.Page 39
Training GuidePayment ProcessingStep41.Step42.Page 40ActionEnter the Pay Cycle ID you created at the beginning of the Pay Cycle process. Enterthe desired information into the Pay Cycle field. Enter "051612".ActionClick the Search button.
Training GuidePayment ProcessingStep43.ActionClick the Process button to run the Payment Selection process and selecttransactions for payment based off on the preferences information defined in thePay Cycle Processing Criteria page you created for the Pay Cycle.Page 41
Training GuidePayment ProcessingStep44.Page 42ActionClick the Process Monitor link to see when the process has completed.
Training GuidePayment ProcessingStep45.Step46.ActionClick the Refresh button until the Run Status of the Process is "Success" and theDistribution Status is "Posted".ActionClick the Go back to Pay Cycle Manager link.Page 43
Training GuidePayment ProcessingStep47.Page 44ActionSearch for the appropriate Pay Cycle again by entering the Pay Cycle ID intothe Pay Cycle field. Enter "051612".
Training GuidePayment ProcessingStep48.Step49.ActionClick the Search button.ActionClick the Details link to view the transactions selected for payment.Page 45
Training GuidePayment ProcessingStep50.Page 46ActionOnce on this page, you can select different actions on a particular voucher byclicking the Action menu.
Training GuidePayment ProcessingStep51.ActionThese are the available options for each voucher. By selecting Exclude, this voucherwill be excluded from this particular Pay Cycle and will disappear after you havesaved your selection.Putting a transaction on Hold will delay the Payment from being processed and aHold Reason is necessary. Hold & Separate will both hold the transaction (a HoldReason is necessary) and create separate payment for this voucher (separate is onlyreally used when two payments are being processed to the same vendor).None means that no special action will be taken on this voucher, and it will beprocessed in this Pay Cycle.Separate is used when processing two payments to the same vendor and is used toindicate that you would like to create two separate payments.Page 47
Training GuidePayment ProcessingStep52.Page 48ActionClick the Save button.
Training GuidePayment ProcessingStep53.Step54.ActionClick the Pay Cycle Manager link.ActionClick the Process button to run the Payment Creation process.Page 49
Training GuidePayment ProcessingStep55.Page 50ActionClick the Process Monitor link.
Training GuidePayment ProcessingStep56.Step57.ActionClick the Refresh button until the Run Status is "Success" and the DistributionStatus is "Posted".ActionClick the button of the scrollbar.Page 51
Training GuidePayment ProcessingStep58.Page 52ActionClick the Go back to Pay Cycle Manager link.
Training GuidePayment ProcessingStep59.Step60.ActionClick in the Pay Cycle field.ActionSearch for the appropriate Pay Cycle by entering the Pay Cycle ID into the PayCycle field. Enter "051612".Page 53
Training GuidePayment ProcessingStep61.Page 54ActionClick the Search button.
Training GuidePayment ProcessingStep62.Step63.ActionClick the Trial Register link to run the Trial Register report and see what vouchersare being paid. The Trial Register can only be reviewed after payment selection andpayment creation. Once the pay cycle is completed, no data will be produced in thereport.ActionClick the Add a New Value tab.Page 55
Training GuidePayment ProcessingStep64.Page 56ActionA Run Control ID is a way to identify the particular report you are running. RunControl IDs are used in PeopleSoft each time you submit a report or any other batchprocess. All the criteria used to specify a process are saved so that they can beremembered for future submissions. Enter the desired information into the RunControl ID field. Enter "Pay Report".
Training GuidePayment ProcessingStep65.ActionClick the Add button.Page 57
Training GuidePayment ProcessingStep66.Step67.Page 58ActionClick in the Pay Cycle field.ActionEnter the Pay Cycle for which you want to run the report. Enter the desiredinformation into the Pay Cycle field. Enter "051612".
Training GuidePayment ProcessingStep68.ActionClick the Run button.Page 59
Training GuidePayment ProcessingStep69.Step70.Page 60ActionSelect the appropriate Server Name by clicking on the Server Name Menu.ActionClick the Select option next to the "Crystal" process type option.
Training GuidePayment ProcessingStep71.ActionClick the OK button.Page 61
Training GuidePayment ProcessingStep72.Step73.Page 62ActionClick the Process Monitor link.ActionClick the Refresh button until the Run Status is "Success" and the DistributionStatus is "Posted".
Training GuidePayment ProcessingStep74.ActionClick the Details link.Page 63
Training GuidePayment ProcessingStep75.Step76.Page 64ActionClick the View Log/Trace link.ActionClick the file that ends in the .PDF to see the PDF version of the report. Press theleft mouse button on the APY2030- 19230.PDF link.
Training GuidePayment ProcessingStep77.ActionThe report will open in a separate window for your to analyze/print. Then close outof the report to navigate back to ARC.Page 65
Training GuidePayment ProcessingStep78.Step79.Page 66ActionYou will now approve the Pay Cycle by navigating back to the Pay Cycle Manager.Click the Pay Cycle Processing button.ActionClick the Pay Cycle Manager menu.
Training GuidePayment ProcessingStep80.ActionClick in the Pay Cycle field.Page 67
Training GuidePayment ProcessingStep81.Step82.Page 68ActionEnter the desired information into the Pay Cycle field. Enter "051612".ActionClick the Search button.
Training GuidePayment ProcessingStep83.ActionClick the Approve link.Page 69
Training GuidePayment ProcessingStep84.Step85.Page 70ActionClick the Approve button to approve the Pay Cycle.ActionSee that the Status has been changed to "Approved".
Training GuidePayment ProcessingStep86.ActionClick the Pay Cycle Manager link.Page 71
Training GuidePayment ProcessingStep87.Step88.Page 72ActionClick the Process button to process the Check File.ActionClick the Process Monitor link.
Training GuidePayment ProcessingStep89.ActionClick the Refresh button until the Run Status is "Success" and the DistributionStatus is "Posted".Page 73
Training GuidePayment ProcessingStep90.Page 74ActionClick the button of the scrollbar.
Training GuidePayment ProcessingStep91.Step92.ActionClick the Go back to Pay Cycle Manager link.ActionClick in the Pay Cycle field.Page 75
Training GuidePayment ProcessingStep93.Page 76ActionSearch for the appropriate Pay Cycle using the Pay Cycle ID in the Pay Cycle field.Enter "051612".
Training GuidePayment ProcessingStep94.Step95.ActionClick the Search button.ActionClick the Process button to format the Positive Payment file.Page 77
Training GuidePayment ProcessingStep96.Page 78ActionClick the Process Monitor link.
Training GuidePayment ProcessingStep97.Step98.ActionClick the Refresh button until the Run Status is "Success" and the DistributionStatus is "Posted".ActionClick the button of the scrollbar.Page 79
Training GuidePayment ProcessingStep99.Page 80ActionClick the Go back to Pay Cycle Manager link.
Training GuidePayment ProcessingStepAction100.Enter the desired information into the Pay Cycle field. Enter "051612".StepAction101.Click the Search button.Page 81
Training GuidePayment ProcessingStepAction102.Click the Process button to produce the Positive Payment File.Page 82
Training GuidePayment ProcessingStepAction103.Click the Process Monitor link.StepAction104.Click the Refresh button until the Run Status is "Success" and the DistributionStatus is "Posted".Page 83
Training GuidePayment ProcessingStepAction105.Click the Go back to Pay Cycle Manager link.Page 84
Training GuidePayment ProcessingStepAction106.Enter the desired information into the Pay Cycle field. Enter "051612".StepAction107.Click the Search button.Page 85
Training GuidePayment ProcessingStepAction108.Note that the Pay Cycle Status is completed.Page 86
Training GuidePayment ProcessingStepAction109.Click the Payments button.StepAction110.Click the Review Accounts Payable Info menu.Page 87
Training GuidePayment ProcessingStepAction111.Click the Payments menu.Page 88
Training GuidePayment ProcessingStepAction112.Click the Payments menu.StepAction113.You can filter by a variety of fields. In this example, we'll filter by Bank Account,Bank Code, Pay Cycle, and Payment Date. Enter the desired information intothe Bank Code field. Enter "CHASE".Page 89
Training GuidePayment ProcessingStepAction114.Enter the desired information into the Bank Account field. Enter "DISB".Page 90
Training GuidePayment ProcessingStepAction115.Click in the Pay Cycle field.StepAction116.Enter the desired information into the Pay Cycle field. Enter "051612".Page 91
Training GuidePayment ProcessingStepAction117.Click in the Payment Date field.Page 92
Training GuidePayment ProcessingStepAction118.Enter the desired information into the Payment Date field. Enter "05/16/2012".StepAction119.Click the button of the scrollbar.Page 93
Training GuidePayment ProcessingStepAction120.Click the Search button.Page 94
Training GuidePayment ProcessingStepAction121.Click the button of the scrollbar.StepAction122.Verify that the vouchers have been paid. You can click on the Payment ReferenceID for additional detail on the transaction.Page 95
Training GuidePayment ProcessingStepAction123.If you click the Payment Reference, the vouchers associated with this payment willbe displayed.Page 96
Training GuidePayment ProcessingStepAction124.You have successfully run a Pay Cycle. You can now select the next topic, PayCycle Reports.End of Procedure.Page 97
Training GuidePayment ProcessingPay Cycle OptionsThere will be eight established pay cycles in ARC: six for checks, one for wire, and one for ACH.The pay cycle codes are as follows: ACH - ACH Pay CycleWire - Wire Pay CycleCheck1 - US Mail and Foreign ChecksCheck2 - Local ChecksCheck3 - Bursar ChecksCheck4 - Library ChecksCheck5 - Call for Pick Up - Black BldgCheck6 - CM Call for Pick Up and Enclosure DocsAfter selecting each pay cycle, you will just need to validate that the Pay Group matches the typeof pay cycle and that the bank method is appropriate given the pay cycle.This topic will teach you how to choose from the available pay cycles and where to validate thepay group and bank method information prior to running the pay cycle.Estimated time needed to complete topic: 3 minutesProcedureWelcome to the Pay Cycle options topic where you will learn about the various pay cycles youcan run in ARC.Page 98
Training GuidePayment ProcessingStep1.Step2.ActionFirst, we will navigate to the Payment Selection Criteria page. Click the AccountsPayable link.ActionClick the Pay Cycle Processing link.Page 99
Training GuidePayment ProcessingStep3.Page 100ActionClick the Payment Selection Criteria link.
Training GuidePayment ProcessingStep4.Step5.ActionClick the Look up Pay Cycle (Alt 5) button to see the list of available Pay Cycles.ActionSee the list of Pay Cycles (there are a few extra here that will not be in the actualsystem). Click the CHECK1 link to select hte US Mail and Foreign Checks PayCycle.Page 101
Training GuidePayment ProcessingStep6.Page 102ActionClick the Search button.
Training GuidePayment ProcessingStep7.Step8.ActionSee that the dates are pre-established.ActionClick the Pay Group / Netting tab.Page 103
Training GuidePayment ProcessingStep9.Page 104ActionSee that the US and Foreign (FN) pay group codes are selected and that they matchthat particular pay cycle. For all Check Pay Cycles, you will need to verify that thePay Group matches the Pay Cycle type.
Training GuidePayment ProcessingStep10.ActionClick the Bank / Method tab.Page 105
Training GuidePayment ProcessingStep11.Step12.Page 106ActionVerify that the Bank/Method Information is correct.ActionNow, we will look at another Pay Cycle as an example. Click the Pay CycleProcessing button.
Training GuidePayment ProcessingStep13.ActionClick the Payment Selection Criteria menu.Page 107
Training GuidePayment ProcessingStep14.Step15.Page 108ActionClick the Look up Pay Cycle (Alt 5) button.ActionClick the button of the scrollbar.
Training GuidePayment ProcessingStep16.ActionSelect the Wire Pay Cycle by clicking the WIRE link.Page 109
Training GuidePayment ProcessingStep17.Step18.Page 110ActionClick the Search button.ActionClick the Pay Group / Netting tab.
Training GuidePayment ProcessingStep19.ActionBecause this is a Wire Pay Cycle, you will see that there is not a necessary PayGroup Code (unlike the Check Pay Cycles).Page 111
Training GuidePayment ProcessingStep20.Step21.Page 112ActionClick the Bank / Method tab.ActionFor Wire Pay Cycles, you will need to verify that the Chase Bank is selected andthat the Account is the concentration account.
Training GuidePayment ProcessingStep22.ActionYou have successfully looked at the different Pay Cycles and verified Pay Groupand Bank/Method information. You can now select the next topic.End of Procedure.Page 113
Training GuidePayment ProcessingPay Cycle ReportsThroughout the Pay C
Training Guide Payment Processing Pag e 4 Payment Processing Overview This is the Payment Processing Overview lesson of the Payment Processing course. Upon completion of this lesson, you will be able to: Describe the end to end process for processing payments in the Accounts Payable (AP) module,
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