Download pdf - Processing an Interdepartmental Transfer iPayments · IDT SCENARIO 2‐ One to Many This scenario involves one selling account and multiple buying account for one type of item or

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.


iPaymentLogonScreen

iPaymentsisbeaccessibleviaSSO.SelectingtheiPaymentsbuttonwillredirecttheusertoanotherpagedisplayingtheoptionsofCashieringorAdminCenter.AccesstoeitheroftheselocationswithintheiPaymentsprogramisdependentupontheusersecurityaccesstype.TheCashieringModuleiswhereuserswillgotoprocesstransactionsfordeposits,InterdepartmentalTransfers(IDTs),and/orARinvoices.TheAdminCenterModuleiswhereuserswillgotorunreportsandviewdetailsfortransactions.iPaymentsisaccessibleusingthefollowingwebbrowsers:InternetExplorer,MozillaFirefox,Chrome,andSafari.


Workgroup/DepartmentLogonScreen

Ausermaybegrantedaccesstomorethanoneworkgroup(department)and/ormorethanonesystemmember.Ifso,theuserisrequiredtospecifywhichdepartmentisneeded.Iftheuserisonlygrantedaccesstoonedepartment,thisstepisskipped.

Theworkgroup/memberlistwillcontainonlythosedepartmentsassignedtotheuser.Clickthelinktothedepartmenttocontinue.


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.


ManageExistingFiles

WhenaCOREFileiscreated,butclosedpriortobeingbalanced,thefilewillbedisplayedontheFileManagementtab.Thistabwillonlydisplaythefilescreatedtoday.Toviewfilesthatwereopenedpreviously,clickFileFilter>.


TheFileFilter>optionwillallowtheusertoselectspecificcriteriatofindactivefilesfrompreviousdates.IntheexamplebelowtheFileFromDatewasmodifiedto02/01/2017whichpulled4additionalfilesforreview.Tocontinue,selectthefileandclickOPEN.

NOTE:Iftheincorrectworkgroup/departmentisselectedinerror,theusercaneasilychangeworkgroupsbyclickingontheCHANGEWORKGROUPoptionatthetoprighthandcornerofthescreen.


ProcessTransactionsThetransactionscreenismadeupoftabslistingtheaccountssetupforuseforeachparticularworkgroup/department,tabsfortenders,andtabsfortheactivereceipt.Thisscreenalsohasadditionaloptionsaswellasasearchfeaturerunningacrossthetop.

Selecttheaccountinwhichthedepositistobemadebyclickingontheaccount.


Thereareseveraloptionalfieldslistedatthetopofthescreen.EachoftheseoptionsisasearchablefieldintheiPaymentSystem.Eachofthesefieldswhenused,willdisplayonthereceiptgeneratedforthecustomerwiththeexceptionoftheFileUploadfield.ThecustomernameandaddressfieldsareusuallyleftblankwhencreatinganIDT.Bothcommentsfieldspulltothereceipt.Typeincommentsmeaningfultothecustomerandthedepartment.DonotaddtheFileUploadatthistime.PleasenotetheREFNBRfielddoesnotallowtheuseofspaces.

UsetheFILEUPLOADtoattachbackupdocumentationfortheIDTafterallocationshavebeenselected.SeeAllocationsonpage9.Userscanattachdocumentswiththefollowingfileextensions:.pdf,.xls,.docx,.jpeg,.png,and.txt.Pleasedonotattachdocumentscontainingconfidentialinformation.AnexampleofwhatusersmayuploadwouldbeanemailordocumentprovidingapprovaltochargetheaccountinquestionfortheIDT.


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.


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.


UsersareredirectedtoanotherpagelistingthecampuscodeandassignedIDTRefNbracrossthetop.UsersaregiventwomorecommentsfieldsandanadditionalRefNbrfield.Thesefieldsareoptional.Enterinformationthatismeaningfultoboththesellingaccountandthebuyingaccount.

Allocationswithblankaccountfieldsandhardcodedexpensecodeswillbedisplayed.Pleasenotethatthedescriptioniseditable.DescriptionsontheIDT‐InterdepartmentalTransferpagearethedescriptionsthatwillpulltoFAMIS.Inthisexample,theregistrant’snamehasbeenaddedtothedescription.Keytheexpenseaccountintheavailablefieldandentertheamount.Pleasenotethattheamountwillautomaticallychangetoanegativeamount.

ClickVALIDATEALLOCATIONStoconfirmthattheaccountisvalidandhasbudget.ThiswillalsocheckotherflagsinFAMISsuchassubcodeeditsandsupportaccountflags.ClickCONTINUE.


Atthatpointastatusbarwilldisplayonthescreen.

Youwillthenbepromptedtoprintthereceipt.

Thereceiptlistedontherightsideofthescreenwillnolongerhave‘ActiveReceipt’atthetop.

ItwillhaveCOREBusinessTechnologies,theagencybrand,theagencyname,and‘Receipt’.

ItwillalsoincludetheIDTRefNbrandanyoptionalfieldthathadinformationkeyedtoitaswellastheiconforattachedbackup.

Itwillalsodisplaythebuyingaccountallocations.

Atthispointanemailnotificationissenttoboththesellingandbuyingaccount.FAMISscreen860hasafieldlabelediPayIDTEmail/IDthatisusedtodirecttheseemails.

OncealloftheIDTshavebeencreated,thefilemustbebalanced.PleaseproceedtoDepositingandBalancingFilesonpage19.


IDTSCENARIO2‐OnetoManyThisscenarioinvolvesonesellingaccountandmultiplebuyingaccountforonetypeofitemorservice.ThisscenarioisthesecondmostcommonscenarioforanIDT.

Oncethesellingaccountisselected,theuserwillbepresentedwiththelistofallocationsavailableforthataccount.BelowaretheAllocationsavailableforthisaccount.Thedescriptioniseditable.However,thedescriptionherewillnotbethedescriptionthatwilldisplayinFAMIS.EntertheAMOUNTandorQUANTITY,andremovesalestaxintheTAXEDcolumn.SinceanIDTisbeingprocessed,salestaxshouldnotbecharged.Whenanamountisentered,theSELECTEDsectionwillautomaticallyflagacheckmark.Oncetheinformationisentered,theusercanopttoclickVALIDATEALLOCATIONS.Thiswillcheckeachaccountselectedforavailablebudget,objectcodematching,accountflags,andsupportaccountflags.

ClickCONTINUE.ThenSelectIDT‐InterdepartmentalTransfer.



ClickCONTINUE.



Allocationswithblankaccountfieldsandhardcodedexpensecodeswillbedisplayed.Pleasenotethatthedescriptioniseditable.DescriptionsontheIDT‐InterdepartmentalTransferpagearethedescriptionsthatwillpulltoFAMIS.Inthisexample,additionalinformationhasbeenaddedtothedescription.Keytheexpenseaccountintheavailablefieldandentertheamount.Pleasenotethattheamountwillautomaticallychangetoanegativeamount.

Uncheckthefirstlineitemisifitnotbeingused.Otherwise,theuserwillgetthefollowingerrormessage.

ClickVALIDATEALLOCATIONStoconfirmthattheaccountisvalidandhasbudget.ThiswillalsocheckotherflagsinFAMISsuchassubcodeeditsandsupportaccountflags.

ClickCONTINUE.











IDTSCENARIO3‐ManytoManyThisscenarioinvolvesonesellingaccountandbuyingaccountformorethanonetypeofitemorservice.ThisscenarioistheleastcommonscenarioforanIDT.

Oncethesellingaccountisselected,theuserwillbepresentedwiththelistofallocationsavailableforthataccount.BelowaretheAllocationsavailableforthisaccount.Thedescriptioniseditable.However,thedescriptionherewillnotbethedescriptionthatwilldisplayinFAMIS.EntertheAMOUNTandorQUANTITY,andremovesalestaxintheTAXEDcolumn.SinceanIDTisbeingprocessed,salestaxshouldnotbecharged.Whenanamountisentered,theSELECTEDsectionwillautomaticallyflagacheckmark.Oncetheinformationisentered,theusercanopttoclickVALIDATEALLOCATIONS.Thiswillcheckeachaccountselectedforavailablebudget,objectcodematching,accountflags,andsupportaccountflags.

ClickCONTINUE.ThenSelectIDT‐InterdepartmentalTransfer.



ClickCONTINUE.



Allocationswithblankaccountfieldsandhardcodedexpensecodeswillbedisplayed.Pleasenotethatthedescriptioniseditable.DescriptionsontheIDT‐InterdepartmentalTransferpagearethedescriptionsthatwillpulltoFAMIS.Inthisexample,additionalinformationhasbeenaddedtothedescription.Keytheexpenseaccountintheavailablefieldandentertheamount.Pleasenotethattheamountwillautomaticallychangetoanegativeamount.

Uncheckthefirstlineitemifitisnotbeingused.Otherwise,theuserwillgetthefollowingerrormessage.

ClickVALIDATEALLOCATIONStoconfirmthattheaccountisvalidandhasbudget.ThiswillalsocheckotherflagsinFAMISsuchassubcodeeditsandsupportaccountflags.

ClickCONTINUE.











DepositingandBalancingFiles‐USERACCESS

OncealloftheIDTshavebeencreated,thefilemustbebalanced.PersonswithUSERaccesscanenterIDTsbutcannotbalancethefiles.Atthispoint,personswithUSERaccesshavecompletedallofthestepsinwhichtheyhaveaccess.ClickCloseandthenLogOut.

DepositingandBalancingFiles‐SUPERVISORACCESS

OncealloftheIDTshavebeencreated,thefilemustbebalanced.

TheDepositingandBalancingscreenwilldefaulttotheusersUINanddisplaytheTenderSummarybyBank.Notethattherearenotenderslistedandnodepositamount.

NoticethatthesummaryofIDTsnolongerdisplays.ToviewthedetailsofthisIDT,ClickEXIT.


Thiswilltakeyoubacktothehomepagelistingyourmenusofaccounts.ClickEVENTTOOLSwhichisthefirstoptionlistedinthetoprightcornerofthepage.

ThiswilltakeyoutotheSEARCHscreen.TheFileIDwilldefaulttothefileinwhichtheuseriscurrentlylogged.

ClickSEARCH.


Thiswilltakeyoutoanewscreenthatwilllisteachreceiptinthefileandallowyoutoclickoneachonetoviewthedetails.

Userscanviewthebackupdocumentationbyclickingontheicon.Theaccountandobjectcodeandcustomerdetailsareincludedonthispage.Iftheinformationisincorrect,userscanvoidthisinvoiceatthispointbyclickingVOID.Userscanalsoreprintthereceiptfromthislocation.TogobacktoDepositingandBalancingscreen,clickEXIT.

Thiswilltakeyoubacktothehomepage.Ifthereisonlyoneinvoiceinthisfile,theusercanselectAutobalance.Ifthereismorethanoneevent,ClickBALANCE.

ThiswilltakeyoubacktotheDepositingandBalancingScreen.ChangetheUINtoAll.ClickBALANCEandCLOSE.


UsersshouldthenbepresentedwithaManagementReportandamessagethattheFileUpdateisComplete.

ClickOK.YouwillgetamessagethattheFileisbalanced.ClickOKandthenEXIT.Userswillthenbere‐routedtotheFileManagement/CreateFileScreen.UsersshouldnowreviewtheIDTinFAMIS.


ReviewingtheIDTinFAMIS

TheIDTinthisexampleisnumber0000953.Thisnumberistheref#2.ThiscanbeviewedinFAMISonseveralscreens.Forthisexample,reviewtheIDTonFAMISscreen47.

Thefilenumber(inthiscase2017121002)isconvertedto7121002.Thelastdigitoftheyearisthefirstnumberandthefollowing6numbersaretheremainingdigits.ThefilenumberisgeneratedbyJuliencalendardate.Thedaythisfilewascreatedwasthe121stdayoftheyearanditwasthe2ndfileopentedthisday.Thisfilenumberistheref#4forIDTs.ByplacingthecursonononeoftheitemsandclickingPF6,userscanveiwmoredetailsabouttheIDT.

NEEDHELPProcessingIDTs?FMOSales&Receivables

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