Search for Payment

Overview

The Search for Payment lookup allows you to find individual payments in PDP by searching on a variety of search criteria. Search results display identifying information including the disbursement date, type, status and number. You may select individual payments from the search results to view additional detail information and to take action on a payment. 

Lookup

Most fields on this lookup are self explanatory, those requiring additional information are described below: 

• Campus, Unit and Sub-Unit: represent the Customer Profile associated with the payment. 
• Payee ID Type and Payee ID: If one is entered, both must be entered. 
• Customer Number for Institution: Customer Number associated with the Vendor, if included on the Payment Request. 
• Process ID: When Format Checks/ACH is run, the formatted checks and ach are assigned the same Process ID. 
• Payment Detail ID: When payments are extracted or loaded into PDP, a unique Payment Detail ID is assigned is assigned to each payment.
• Batch ID: When payments are uploaded or extracted into Pre-Disbursement Procesor, all payments in that extract or load are assigned the same Batch ID. 
• Payment Group ID: When payments are grouped together in the source system, for example, CMs are bundled and extracted with PREQs, they will have the same Payment Group ID. Files uploaded to PDP can also group payments together with the same ID. 
• Payment Status Code: Values are maintained using the Payment Status Code lookup and maintenance document. Following is the list of current values: 

  • CDIS-Cancel Disbursement: The Payment has been canceled after formatting.

  • CPAY-Cancel Payment: The payment has been canceled before formatting.

  • EXTR-Extracted: Checks go immediately to this status when formatted. ACH Payments go to this status after they are processed out of Pending ACH status.

  • FORM-Selected for Format: Normally this is a transitional status. If a format process fails, payments selected by that process will be assigned this status for easy identification.

  • HELD-Held: The payment has manually been placed on hold and will undergo no further status changes until the hold is removed.

  • OPEN-Open Payment: The payment has been uploaded to the PDP but has not yet been formatted.

  • PACH-Pending/ACH: ACH payments go to this status when formatted. They move to Extracted status after the pdpExtractAchPaymentsJob is run.

  • PCHK-Pending/Check: Check payments go to this status after being formatted. They move to Extracted status after the pdpExtractChecksJob batch job is run. Note that in the base configuration this job runs immediately upon execution of a format process.

• Source Document Type and Number: An identifying number and document type from the source system for this payment. This number represents the Document Number for Payment Requests, Credit Memos and Disbursement Vouchers. Clicking on this link opens an inquiry page for this payment. 

Payment Detail Inquiry

Summary Tab

The Summary tab contains basic payment information that identifies the payee and information associated with the payment in the source system. Most fields in this tab are self explanatory those requiring additinonal information are described below. 

• Number of Payments in this Payment Group: Displays the number of payments grouped together into a single payment to this payee from the source system, such as, when PREQs and CMs are bundled and extracted together; or when a payment file uploaded by an external system has grouped payments together.
• Payment Group ID: When payments are grouped together in the source system, for example, CMs are bundled and extracted with PREQs, they will have the same Payment Group ID. Files uploaded to PDP can also group payments together with the same ID. 

• Number of Payments in this Disbursement: Displays the number of payments to this payee that were included in the disbursement. This number displays only if payment has been disbursed. The PDP tries to combine payments to the same payee when disbursements are made.

• Customer: Identifies the Customer Profile (Campus-Unit-Sub-Unit) that sent this information to PDP for disbursement.
• Customer Number for Institution: Customer Number associated with the Vendor, if included on the Payment Request. 
• Origination Code: Specifies the origination code of the system from which this payment originates. Payments originating from Kuali Financials documents will be 01. Payments originating in other systems may include an origination code if the customer includes one in their file.

Batch Tab

The Batch tab contains information identifying the PDP batch that this payment is a part of and specifying when actions were taken on that batch and who took those actions.

• Batch ID: When payments are uploaded or extracted into Pre-Disbursement Procesor, all payments in that extract or load are assigned the same Batch ID. 
• Campus: Identifies the campus where the payments are processed. For example, if your institution has two campuses and a unit on campus that can upload payments, and all disbursements are issued from a single campus, each campus and the campus unit would have it's own Customer Profile and the Customer Profiles for each would reference the campus that processes the payments.  
• Payment Detail ID: When payments are extracted or loaded into PDP, a unique Payment Detail ID is assigned is assigned to each payment.
• Process ID: When Format Checks/ACH is run, the formatted checks and ach are assigned the same Process ID. This field is blank when: 
  • Disbursement Type is Wire Transfer, Foreign Draft or External Payment. 
  • Check / ACH payments have not yet been formatted.
• Payment File Name: The full name of the file uploaded to the PDP that included this payment. Files containing PREQs and CMs will be extr_fr_purap; files containing DVs will be extr_fr_disb_voucher; all other files will be the name of the files uploaded from other source systems. 
• Processor Name: Displays the principal name of the person who ran Format Checks/ACH to format this payment. This field is blank when: 
  • Disbursement Type is Wire Transfer, Foreign Draft or External Payment. 
  • Check / ACH payments have not yet been formatted.
• File Creation Date: The date and time the file that included this payment was created or the date/time when a Wire Transfer, Foreign Draft, Immediate Payment or External Payment are approved and extracted.
• Process Timestamp: The date and time the payment was formatted in PDP. This field is blank when: 
  • Disbursement Type is Wire Transfer, Foreign Draft or External Payment. 
  • Check / ACH payments have not yet been formatted.
• File Processed Time: The date and time the payment file was uploaded to PDP or the date/time when a Wire Transfer, Foreign Draft, Immediate Payment or External Payment are approved and extracted.
• Submitter Principal Name: The principal name of the person who uploaded this payment to PDP. kfs will display when the file or payment comes from Kuali Financials.

Payment Tab

The Payment tab contains information identifying special attributes of the payment that might affect the way in which it is handled (such as indicating it needs immediate processing or special handling or needs to be sent out with attachments).  Most fields in this tab are self explanatory those requiring additinonal information are described below. 

• Combinable Payment Group: Indicates whether this payment is eligible to be combined with other payments to the same payee. 
• Payment Last Update: Displays the date and time this payment was last updated in PDP.

Payee Tab

The Payee tab contains details about the payee for this payment, including tax and address information.

Account Details Tab

The Account Details tab displays all accounting information associated with this payment. Multiple sets of accounting information can be sent for a single payment and each will display here.

If a customer's profile indicates that accounting edits are required, the PDP verifies the payment accounting string against the Chart of Accounts. If any invalid values are found, the entire accounting string is removed and replaced with the Customer Profile default accounting information. When a change like this is made, this Payment Account History section shows a change code identifying the type of change, the original values supplied and what they were changed to.

Bank Info Tab

The Bank Info tab page displays the bank code of the bank from which this payment was disbursed. If a payment is made via ACH direct deposit, the tab also displays the routing number and account number to which the deposit was made. If a payment has not yet been formatted, these fields are blank.

Only authorized users can view partially or fully unmasked bank account numbers. 

History Tab

The History tab displays an audit trail of actions associated with this payment in the PDP. Each action (hold, cancel, etc.) taken on the payment is displayed in its own section on this tab.

Notes Tab

The Notes tab displays the check stub notes and special handling instructions added to the payment. 

Taking Actions on Payments

Authorized users can take action on a payment using links available in the Actions column on the Search for Payment lookup results.

The values in the Actions column will change based on the status of the Payment. 

• Placing a payment on hold prevents it from being selected for formatting.
• Payments can be placed on hold only if they have not been disbursed.
• Payments or disbursements may be canceled.
  • Canceling a payment cannot be undone
  • Canceling a payment prevents it from being included in formatting
  • Canceling a disbursement generates appropriate General Ledger entries and updates the source document: 
    
    • If a payment is canceled on the same day that it is extracted no General Ledger entries are created, the General Ledger Pending Entries related to the canceled source document are deleted from the General Ledger Pending Entries table. 
    • processPdpCancelsAndPaidJob will make the following changes:
      • update the Document Status to Canceled
      • update the Disbursement Vouchers Pre Disbursement tab:
        • Pre-Disbursement Processor Status: Canceled
        • PDP Paid Date is cleared
        • PDP Cancelation Date set to the date the payment is canceled
        • General Ledger Pending Entries to reverse the expense entries are added to the document when the Payment Method is Check / ACH. 
    • pdpExtractGlTransactionsStepJob creates bank offset entries. Reversing entries are also created depending on the Payment Method: 
      • Check / ACH: Creates a cancel check or ACH record and reversing liabilty entries 
      • Wire Transfer, Foreign Draft and External Payment: Reversing expense entries using the Accounting tab in Search for Payment - Source Document.  
  • Wire Transfers, Foreign Drafts and External Payments can only be Cancelled. 
• When a Cancel Reissue occurs:
  • The payment status is changed to Open and the system treats the payment like other Open payments (that is, it treats the payment just as it treats new payments coming into PDP before they are disbursed). The payment will be picked up the next time payments are formatted, it will be disbursed again, and it will be assigned a new disbursement date and disbursement number.
  • GL entries are created to re-establish the liability - once the payment is Formatted, entries are created to release the liability. . 
• Check / ACH payments that have been canceled can be reissued. Whether or not the Reissue link displays is determined by ENABLE_REISSUE_PAYMENT_IND. When set to Y, the link displays, when set to N, it does not. When a payment is reissued,
  • processPdpCancelsAndPaidJob will make the following changes:
    • update the Disbursement Vouchers Document Status to Final
    • update the Disbursement Vouchers Pre Disbursement tab:
      • Pre-Disbursement Processor Status: Extracted
      • PDP Extraction Date is set to today
      • PDP Cancelation and Paid Dates are cleared
      • General Ledger Pending Entries to post the expense entries are added to the document.
  • pdpExtractGlTransactionsStepJob creates bank offset entries and re-establishes the liability.
• Payments that have not yet been formatted may be marked for immediate printing. Immediate print payments:
  • ignore the Pay Date value and are eligible for disbursement the next time payments for this customer profile are selected for formatting
  • are disbursed as checks
  • may be selected for formatting separately
  • appear at the beginning of the check file the PDP creates
  • Immediate print payments can be removed from immediate