Format Checks / ACH

Approved Payment Requests, Disbursement Vouchers and Credit Memos will be extracted into PDP for disbursement when the pay date or due date equals today or earlier.

Batch Jobs

purchasingPreDisbursementExtractJob

Runs as part of the nightly cycle and extracts approved PREQs and CMs whose pay date = today or earlier. The job creates a log file in the staging/purap folder and sends emails based on the LoadPaymentsStep parameters. Following is a sample output from the logs.

Batch Id: 10000158
Campus Code: IN
Organization Code: KUAL
Sub Unit: PRAP
Creation Date: 2022-01-25 11:01:24.083

Payment Count: 1
Payment Total Amount: 150.00

disbursementVoucherPreDisbursementProcessorExtractJob

Runs as part of the nightly cycle and extracts approved DVs whose pay date = today or earlier. The job creates a log file in the staging/fp folder and sends emails based on the LoadPaymentsStep parameters. Following is sample output from the logs.

Batch Id: 10000156
Campus Code: BL
Organization Code: KUAL
Sub Unit: DV
Creation Date: 2022-01-25 10:57:12.759

Payment Count: 1
Payment Total Amount: 1000.00

pdpDailyReportJob

Runs as part of the nightly cycle and creates a txt report in the staging/pdp directory and includes payments that will be included when Format Checks/ACH is run. This job could also be run prior to running Format Checks/ACH.

Prior to running Format Checks / ACH you can use Search for Payment to see what payments might be selected for formatting.

Pay Date To: <set to today>
Payment Status Code: OPEN

After accessing Format Checks/ACH, select the Format Options and the Customers aka Customer Profile for which to create payments.

Following are the available Format Options:

Only Disbursements Flagged as Immediate:
- Payment Requests can be flagged as immediate by authorized users:
  - prior to submission and
  - after submission and prior to extraction into PDP
  - after extraction into PDP Payment Requests can be set to immediate using Search for Payment
- Disbursement Vouchers
  - can be flagged as immediate by authorized users prior to final approval, which sends them automatically to PDP
  - after final approval and prior to extraction into PDP, users with permission Allow DV Immediate Disbursement can send the DV to PDP as an immediate payment.
  - after extraction into PDP Disbursement Vouchers can be set to immediate using Search for Payment
The next five options are toggles and only one at a time can be selected. These options allow you to specify which payment group you would like to process.
- Note: If the Only Disbursements Flagged as Immediate box is checked, only Immediate Payments matching the selected toggle will display. Clear the check box to get all payments, including immediates.
- All Payment Types is the default and will include all Open Payments
- The remaining toggles are self explanatory:
  - Payment Requests and Disbursement Vouchers can be marked as having attachments, or requiring special handling. Payments marked immediate, having attachments, or requiring special handling do not combine with other disbursements to the same vendor, are not disbursed with ACH and are listed first in the check file.

After selecting the paydate, the types of payments and customers, click Begin Format.

The next screen summarizes the payments that will be formatted.

Click Continue and you will receive a page that indicates an email will be sent to you.

NOTE: If you do not click Continue or Cancel on this screen, you will be prevented from running the Format Checks/ACH process until the current process is reset using the Reset Format screen.

Page returned if the Format process cannot be completed.

To clear the process, open the Format Reset page and click continue. Then click Clear. After doing so you will be able to run Format Checks/ACH.

NOTE: If the process continues to go to Format Reset, refer to FormatAction-performFormat<datetimestamp>.log located in the reports/pdp directory to determine what is causing the Format to fail. If there is an issue with the bank or disbursement number ranges, refer to PDP Disbursements, Bank Codes and Disbursement Number Ranges for additional information.

Once the process is complete an email is sent to the emails in parameter TO_EMAIL summarizing the payments.

Additionally, the Format Summary look up also displays a summary of the Format Checks/ACH process.

After the Format Checks/ACH process is run:

check.xml and check.done files are created if there are check payments and placed in the staging/pdp/paymentExtract directory

Check, Wire Transfer, Foreign Draft and External payments have a Payment Status Code = EXTR (Extracted)

ACH Payments have a payment status code of PACH (Pending ACH)

pdpExtractAchPaymentsJob

Runs as part of the nightly cycle and creates ach.xml and ach.done files in the staging/pdp/paymentExtract directory if there are ACH payments. The job creates a log file in the staging/pdp folder and sends emails based on the LoadPaymentsStep parameters.

NOTE: The dollar amount is missing in the log and email and will be fixed in a future release.

DEPOSIT COUNTS & DOLLARS FOR: BL-KUAL-DV 1 0.00
TOTAL DEPOSIT COUNTS & DOLLARS: 1 0.00
Extract Job Successfully Completed
ACH cancels are not extracted from PDP

Files created by Format Checks/ACH and pdpExtractAchPaymentsJob

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Format Checks / ACH

Batch Jobs