processing an interdepartmental transfer ipayments · idt scenario 2‐ one to many this scenario...
TRANSCRIPT
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ProcessinganInterdepartmentalTransferviaiPayments Page1
ProcessinganInterdepartmentalTransferviaiPayments
WhatisanInterdepartmentalTransfer(IDT)?AnInterdepartmentalTransferisaninvoice,abill,orachargetoanotherdepartmentwithinthesameagencyasthesellingdepartment.ItisthemechanismusedtochargeotherTAMU(02)accountsforgoodsorservicesprovidedbyTAMU(02)accounts.ThesameistrueforTAMUS(01)accountsbillingotherTAMUS(01)accounts,TAMUG(10)accountsbillingotherTAMUG(10)accounts,andHSC(23)accountsbillingotherHSC(23)accounts.IDTTestIsthedepartmentsellingagoodorservice?
Yes:Continuetonextquestion. No:Isthedepartmentsharingthecostofanitem/eventwithanotherdepartment?
Yes:ProcessDBR(DepartmentalBudgetRequest) No:Isthedepartmentmovingachargetoanotheraccountwithinthesameagency?
Yes:ProcessaDCR(DepartmentalCorrectionRequest) No:ContactSales&Receivables
Isthecustomeramemberofthesameagencyasthesellingdepartment(01/01;02/02;10/10;23/23)?
Yes:Continuetonextquestion. No:ProcessAR
IsthecustomeraStudentOrganizationusinganSOFC(TAMU)accountoranSORG(TAMUG)account?
Yes:ProcessAR No:Continuetonextquestion.
IstheaccountprovidedbythecustomeranAdvancedResearchAccount(02‐160XXX;10‐169XXX)?
Yes:ProcessAR No:Continuetonextquestion.
IstheaccountprovidedbythecustomeraRenovationAccount(02‐806XXX)?
Yes:ProcessAR No:ProcessanInterdepartmentalTransfer(IDT)
OnceitisdeterminedthatanInterdepartmentalTransfershouldbeprocessed,severalcriteriamustbemetpriortoproceedingwiththeiPaymentprocess.ArethesellingaccountsandappropriaterevenuecodessetupiniPayments?DoesthisdepartmenthavetheIDTtransactionssetupiniPayment?Pleasesendanemailtoipay@tamu.edutorequestanaccountandcodebesetupiniPayments.
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iPaymentLogonScreen
iPaymentsisbeaccessibleviaSSO.SelectingtheiPaymentsbuttonwillredirecttheusertoanotherpagedisplayingtheoptionsofCashieringorAdminCenter.AccesstoeitheroftheselocationswithintheiPaymentsprogramisdependentupontheusersecurityaccesstype.TheCashieringModuleiswhereuserswillgotoprocesstransactionsfordeposits,InterdepartmentalTransfers(IDTs),and/orARinvoices.TheAdminCenterModuleiswhereuserswillgotorunreportsandviewdetailsfortransactions.iPaymentsisaccessibleusingthefollowingwebbrowsers:InternetExplorer,MozillaFirefox,Chrome,andSafari.
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Workgroup/DepartmentLogonScreen
Ausermaybegrantedaccesstomorethanoneworkgroup(department)and/ormorethanonesystemmember.Ifso,theuserisrequiredtospecifywhichdepartmentisneeded.Iftheuserisonlygrantedaccesstoonedepartment,thisstepisskipped.
Theworkgroup/memberlistwillcontainonlythosedepartmentsassignedtotheuser.Clickthelinktothedepartmenttocontinue.
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CreateaCOREFileorManageExistingFiles
Uponselectingtheworkgroup/departmentinwhichtosubmitanIDT,theuserwillbepresentedwithanoptiontocreateaCOREfileortomanageexistingfiles.
CreateaCOREFile
ThedefaultfileTYPEisIndividual,butitcanbechangedtoSharedbyclickingthedropbox.Usersmusthavetheappropriatesecuritypermissionstoaccesseitheroftheseoptions.AnIndividualfiletypeisonethatisassignedtoaparticularuser(usuallytheuserthatcreatesthefile).ASharedfiletypeisonethatisassignedforsharedwork,usuallyacrossaworkgroup/department.
ThedefaultOWNERistheuserthatiscreatingthefile,butuserswithSupervisorAccessareabletoassignthefiletoanyotheruserwithaccesstothatworkgroup/department.EnteraDESCRIPTIONintherequiredfield.Thisshouldbeanalphanumericvalue.TheEFFECTIVEDATEwilldefaulttotoday’sdate.ClickCREATEtocontinue.PleaseNOTE:Filescannolongerincludedeposits,ARs,andIDTs.Theyhavetobekeptseparate.
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ManageExistingFiles
WhenaCOREFileiscreated,butclosedpriortobeingbalanced,thefilewillbedisplayedontheFileManagementtab.Thistabwillonlydisplaythefilescreatedtoday.Toviewfilesthatwereopenedpreviously,clickFileFilter>.
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TheFileFilter>optionwillallowtheusertoselectspecificcriteriatofindactivefilesfrompreviousdates.IntheexamplebelowtheFileFromDatewasmodifiedto02/01/2017whichpulled4additionalfilesforreview.Tocontinue,selectthefileandclickOPEN.
NOTE:Iftheincorrectworkgroup/departmentisselectedinerror,theusercaneasilychangeworkgroupsbyclickingontheCHANGEWORKGROUPoptionatthetoprighthandcornerofthescreen.
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ProcessTransactionsThetransactionscreenismadeupoftabslistingtheaccountssetupforuseforeachparticularworkgroup/department,tabsfortenders,andtabsfortheactivereceipt.Thisscreenalsohasadditionaloptionsaswellasasearchfeaturerunningacrossthetop.
Selecttheaccountinwhichthedepositistobemadebyclickingontheaccount.
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Thereareseveraloptionalfieldslistedatthetopofthescreen.EachoftheseoptionsisasearchablefieldintheiPaymentSystem.Eachofthesefieldswhenused,willdisplayonthereceiptgeneratedforthecustomerwiththeexceptionoftheFileUploadfield.ThecustomernameandaddressfieldsareusuallyleftblankwhencreatinganIDT.Bothcommentsfieldspulltothereceipt.Typeincommentsmeaningfultothecustomerandthedepartment.DonotaddtheFileUploadatthistime.PleasenotetheREFNBRfielddoesnotallowtheuseofspaces.
UsetheFILEUPLOADtoattachbackupdocumentationfortheIDTafterallocationshavebeenselected.SeeAllocationsonpage9.Userscanattachdocumentswiththefollowingfileextensions:.pdf,.xls,.docx,.jpeg,.png,and.txt.Pleasedonotattachdocumentscontainingconfidentialinformation.AnexampleofwhatusersmayuploadwouldbeanemailordocumentprovidingapprovaltochargetheaccountinquestionfortheIDT.
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IDT–InterdepartmentalTransactionsTherearethreedifferentIDTscenariosofwhichusersshouldbeaware.Scenario1isaonetoonetransaction.Scenario2isaonetomanytransaction.Scenario3isamanytomanytransaction.Eachofthesescenariosaredescribedindetailbelow.IDTSCENARIO1‐OnetoOneThisscenarioinvolvesonesellingaccountandonebuyingaccountforoneitemorservice.ThisscenarioisthemostcommonscenarioforanIDT.Oncethesellingaccountisselected,theuserwillbepresentedwiththelistofallocationsavailableforthataccount.BelowaretheAllocationsavailableforthisaccount.Thedescriptioniseditable.However,thedescriptionherewillnotbethedescriptionthatwilldisplayinFAMIS.EntertheAMOUNTandorQUANTITY,andremovesalestaxintheTAXEDcolumn.SinceanIDTisbeingprocessed,salestaxshouldnotbecharged.Whenanamountisentered,theSELECTEDsectionwillautomaticallyflagacheckmark.Oncetheinformationisentered,theusercanopttoclickVALIDATEALLOCATIONS.Thiswillcheckeachaccountselectedforavailablebudget,objectcodematching,accountflags,andsupportaccountflags.
ClickCONTINUE.
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TheinformationenterednowpullstotheActiveReceiptontherightsideofthescreen.
Reviewtheinformation.Toviewthedetails,clickthe .Ifanythingisincorrect,clickthetrashcantovoidtheentryandstartoveror,VoidtheentirereceiptbyclickingVoidEventatthebottomofthereceipt.
Clickontheicontodisplaytheattachedbackup.
Ifthisistheincorrectbackup,thetransactionwillhavetobevoidedandre‐enteredwiththecorrectbackupadded.
Ifeverythingiscorrect,itisnowtimeto‘tender’theEvent.
SelectIDT‐InterdepartmentalTransferatthetopofthemenu.
Do not change the CAMPUS CODE.Thisfieldisdefaultedtothecorrectcampuscodeandshouldnotbealtered.
IDTscannotcrossovertootheragencies.
ClickCONTINUE.
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UsersareredirectedtoanotherpagelistingthecampuscodeandassignedIDTRefNbracrossthetop.UsersaregiventwomorecommentsfieldsandanadditionalRefNbrfield.Thesefieldsareoptional.Enterinformationthatismeaningfultoboththesellingaccountandthebuyingaccount.
Allocationswithblankaccountfieldsandhardcodedexpensecodeswillbedisplayed.Pleasenotethatthedescriptioniseditable.DescriptionsontheIDT‐InterdepartmentalTransferpagearethedescriptionsthatwillpulltoFAMIS.Inthisexample,theregistrant’snamehasbeenaddedtothedescription.Keytheexpenseaccountintheavailablefieldandentertheamount.Pleasenotethattheamountwillautomaticallychangetoanegativeamount.
ClickVALIDATEALLOCATIONStoconfirmthattheaccountisvalidandhasbudget.ThiswillalsocheckotherflagsinFAMISsuchassubcodeeditsandsupportaccountflags.ClickCONTINUE.
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Atthatpointastatusbarwilldisplayonthescreen.
Youwillthenbepromptedtoprintthereceipt.
Thereceiptlistedontherightsideofthescreenwillnolongerhave‘ActiveReceipt’atthetop.
ItwillhaveCOREBusinessTechnologies,theagencybrand,theagencyname,and‘Receipt’.
ItwillalsoincludetheIDTRefNbrandanyoptionalfieldthathadinformationkeyedtoitaswellastheiconforattachedbackup.
Itwillalsodisplaythebuyingaccountallocations.
Atthispointanemailnotificationissenttoboththesellingandbuyingaccount.FAMISscreen860hasafieldlabelediPayIDTEmail/IDthatisusedtodirecttheseemails.
OncealloftheIDTshavebeencreated,thefilemustbebalanced.PleaseproceedtoDepositingandBalancingFilesonpage19.
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IDTSCENARIO2‐OnetoManyThisscenarioinvolvesonesellingaccountandmultiplebuyingaccountforonetypeofitemorservice.ThisscenarioisthesecondmostcommonscenarioforanIDT.
Oncethesellingaccountisselected,theuserwillbepresentedwiththelistofallocationsavailableforthataccount.BelowaretheAllocationsavailableforthisaccount.Thedescriptioniseditable.However,thedescriptionherewillnotbethedescriptionthatwilldisplayinFAMIS.EntertheAMOUNTandorQUANTITY,andremovesalestaxintheTAXEDcolumn.SinceanIDTisbeingprocessed,salestaxshouldnotbecharged.Whenanamountisentered,theSELECTEDsectionwillautomaticallyflagacheckmark.Oncetheinformationisentered,theusercanopttoclickVALIDATEALLOCATIONS.Thiswillcheckeachaccountselectedforavailablebudget,objectcodematching,accountflags,andsupportaccountflags.
ClickCONTINUE.ThenSelectIDT‐InterdepartmentalTransfer.
Do not change the CAMPUS CODE.Thisfieldisdefaultedtothecorrectcampuscodeandshouldnotbealtered.
IDTscannotcrossovertootheragencies.
ClickCONTINUE.
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UsersareredirectedtoanotherpagelistingthecampuscodeandassignedIDTRefNbracrossthetop.UsersaregiventwomorecommentsfieldsandanadditionalRefNbrfield.Thesefieldsareoptional.Enterinformationthatismeaningfultoboththesellingaccountandthebuyingaccount.
Allocationswithblankaccountfieldsandhardcodedexpensecodeswillbedisplayed.Pleasenotethatthedescriptioniseditable.DescriptionsontheIDT‐InterdepartmentalTransferpagearethedescriptionsthatwillpulltoFAMIS.Inthisexample,additionalinformationhasbeenaddedtothedescription.Keytheexpenseaccountintheavailablefieldandentertheamount.Pleasenotethattheamountwillautomaticallychangetoanegativeamount.
Uncheckthefirstlineitemisifitnotbeingused.Otherwise,theuserwillgetthefollowingerrormessage.
ClickVALIDATEALLOCATIONStoconfirmthattheaccountisvalidandhasbudget.ThiswillalsocheckotherflagsinFAMISsuchassubcodeeditsandsupportaccountflags.
ClickCONTINUE.
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Atthatpointastatusbarwilldisplayonthescreen.
Youwillthenbepromptedtoprintthereceipt.
Thereceiptlistedontherightsideofthescreenwillnolongerhave‘ActiveReceipt’atthetop.
ItwillhaveCOREBusinessTechnologies,theagencybrand,theagencyname,and‘Receipt’.
ItwillalsoincludetheIDTRefNbrandanyoptionalfieldthathadinformationkeyedtoitaswellastheiconforattachedbackup.
Itwillalsodisplaythebuyingaccountallocations.
Atthispointanemailnotificationissenttoboththesellingandbuyingaccount.FAMISscreen860hasafieldlabelediPayIDTEmail/IDthatisusedtodirecttheseemails.
OncealloftheIDTshavebeencreated,thefilemustbebalanced.PleaseproceedtoDepositingandBalancingFilesonpage19.
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IDTSCENARIO3‐ManytoManyThisscenarioinvolvesonesellingaccountandbuyingaccountformorethanonetypeofitemorservice.ThisscenarioistheleastcommonscenarioforanIDT.
Oncethesellingaccountisselected,theuserwillbepresentedwiththelistofallocationsavailableforthataccount.BelowaretheAllocationsavailableforthisaccount.Thedescriptioniseditable.However,thedescriptionherewillnotbethedescriptionthatwilldisplayinFAMIS.EntertheAMOUNTandorQUANTITY,andremovesalestaxintheTAXEDcolumn.SinceanIDTisbeingprocessed,salestaxshouldnotbecharged.Whenanamountisentered,theSELECTEDsectionwillautomaticallyflagacheckmark.Oncetheinformationisentered,theusercanopttoclickVALIDATEALLOCATIONS.Thiswillcheckeachaccountselectedforavailablebudget,objectcodematching,accountflags,andsupportaccountflags.
ClickCONTINUE.ThenSelectIDT‐InterdepartmentalTransfer.
Do not change the CAMPUS CODE.Thisfieldisdefaultedtothecorrectcampuscodeandshouldnotbealtered.
IDTscannotcrossovertootheragencies.
ClickCONTINUE.
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UsersareredirectedtoanotherpagelistingthecampuscodeandassignedIDTRefNbracrossthetop.UsersaregiventwomorecommentsfieldsandanadditionalRefNbrfield.Thesefieldsareoptional.Enterinformationthatismeaningfultoboththesellingaccountandthebuyingaccount.
Allocationswithblankaccountfieldsandhardcodedexpensecodeswillbedisplayed.Pleasenotethatthedescriptioniseditable.DescriptionsontheIDT‐InterdepartmentalTransferpagearethedescriptionsthatwillpulltoFAMIS.Inthisexample,additionalinformationhasbeenaddedtothedescription.Keytheexpenseaccountintheavailablefieldandentertheamount.Pleasenotethattheamountwillautomaticallychangetoanegativeamount.
Uncheckthefirstlineitemifitisnotbeingused.Otherwise,theuserwillgetthefollowingerrormessage.
ClickVALIDATEALLOCATIONStoconfirmthattheaccountisvalidandhasbudget.ThiswillalsocheckotherflagsinFAMISsuchassubcodeeditsandsupportaccountflags.
ClickCONTINUE.
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Atthatpointastatusbarwilldisplayonthescreen.
Youwillthenbepromptedtoprintthereceipt.
Thereceiptlistedontherightsideofthescreenwillnolongerhave‘ActiveReceipt’atthetop.
ItwillhaveCOREBusinessTechnologies,theagencybrand,theagencyname,and‘Receipt’.
ItwillalsoincludetheIDTRefNbrandanyoptionalfieldthathadinformationkeyedtoitaswellastheiconforattachedbackup.
Itwillalsodisplaythebuyingaccountallocations.
Atthispointanemailnotificationissenttoboththesellingandbuyingaccount.FAMISscreen860hasafieldlabelediPayIDTEmail/IDthatisusedtodirecttheseemails.
OncealloftheIDTshavebeencreated,thefilemustbebalanced.PleaseproceedtoDepositingandBalancingFilesonpage19.
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DepositingandBalancingFiles‐USERACCESS
OncealloftheIDTshavebeencreated,thefilemustbebalanced.PersonswithUSERaccesscanenterIDTsbutcannotbalancethefiles.Atthispoint,personswithUSERaccesshavecompletedallofthestepsinwhichtheyhaveaccess.ClickCloseandthenLogOut.
DepositingandBalancingFiles‐SUPERVISORACCESS
OncealloftheIDTshavebeencreated,thefilemustbebalanced.
TheDepositingandBalancingscreenwilldefaulttotheusersUINanddisplaytheTenderSummarybyBank.Notethattherearenotenderslistedandnodepositamount.
NoticethatthesummaryofIDTsnolongerdisplays.ToviewthedetailsofthisIDT,ClickEXIT.
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Thiswilltakeyoubacktothehomepagelistingyourmenusofaccounts.ClickEVENTTOOLSwhichisthefirstoptionlistedinthetoprightcornerofthepage.
ThiswilltakeyoutotheSEARCHscreen.TheFileIDwilldefaulttothefileinwhichtheuseriscurrentlylogged.
ClickSEARCH.
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Thiswilltakeyoutoanewscreenthatwilllisteachreceiptinthefileandallowyoutoclickoneachonetoviewthedetails.
Userscanviewthebackupdocumentationbyclickingontheicon.Theaccountandobjectcodeandcustomerdetailsareincludedonthispage.Iftheinformationisincorrect,userscanvoidthisinvoiceatthispointbyclickingVOID.Userscanalsoreprintthereceiptfromthislocation.TogobacktoDepositingandBalancingscreen,clickEXIT.
Thiswilltakeyoubacktothehomepage.Ifthereisonlyoneinvoiceinthisfile,theusercanselectAutobalance.Ifthereismorethanoneevent,ClickBALANCE.
ThiswilltakeyoubacktotheDepositingandBalancingScreen.ChangetheUINtoAll.ClickBALANCEandCLOSE.
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UsersshouldthenbepresentedwithaManagementReportandamessagethattheFileUpdateisComplete.
ClickOK.YouwillgetamessagethattheFileisbalanced.ClickOKandthenEXIT.Userswillthenbere‐routedtotheFileManagement/CreateFileScreen.UsersshouldnowreviewtheIDTinFAMIS.
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ReviewingtheIDTinFAMIS
TheIDTinthisexampleisnumber0000953.Thisnumberistheref#2.ThiscanbeviewedinFAMISonseveralscreens.Forthisexample,reviewtheIDTonFAMISscreen47.
Thefilenumber(inthiscase2017121002)isconvertedto7121002.Thelastdigitoftheyearisthefirstnumberandthefollowing6numbersaretheremainingdigits.ThefilenumberisgeneratedbyJuliencalendardate.Thedaythisfilewascreatedwasthe121stdayoftheyearanditwasthe2ndfileopentedthisday.Thisfilenumberistheref#4forIDTs.ByplacingthecursonononeoftheitemsandclickingPF6,userscanveiwmoredetailsabouttheIDT.
NEEDHELPProcessingIDTs?FMOSales&Receivables