Payment Plus training info

Report
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Payment Plus is new payment method where pre-determined vendors will be sent
payment instructions to process a credit card payment to pay specified invoices,
similar to an ACH. This service is provided by US Bank. Once a vendor relationship
has been established, the vendor will receive all accounts payable payments via a
payment instruction file from US Bank. The vendor will process a credit card
transaction using a predefined credit card number (single use account). The credit
card transaction will post to our Payment Plus account. Monthly, US Bank will bill
us for all the processed credit card transactions. We will issue one payment to US
Bank for all credit card transactions that posted during the cycle period.
None of our current UPS processes will change – logging invoices, receiving,
matching, disbursing, and creating a planned payment record. When the check
jobs are processed by the Treasurer’s Office, the system will determine the
appropriate payment type for the vendor (check, ACH, or Payment Plus). For
Payment Plus payments, we will use a new payment type of AP (AP Payment Plus).
A payment transmission file will be created to send to US Bank for processing.
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The Payment Plus payments will continue to relieve the accounts payable liability
established when the expense was posted, but instead of creating the off-setting
bank entry (via explosion code 45) a new explosion code will be used with offsetting entries to a clearing cost center.
With the new payment type of AP, check accounting will use a new explosion code
(explosion code of 69) that will continue to relieve the AP liability for the
appropriate cost centers and create a new liability account for a clearing cost
center. A new accounts payable liability account code (00220101 – Payment Plus
Supplier Payable) will be used to distinguish it from the normal AP liability.
When payment is made to US Bank for all credit card transactions posted within
the billing cycle, the new liability account will be relieved by the payment amount
with an off-setting bank entry.
Additionally, the AP payment records associated with the US Bank payment will
need to be cleared. Similar to our check clearing process, either manually or
automatically via a file from US Bank. The remaining liability balance should equal
the total of the outstanding AP payment records.
New Explosion code for Payment Plus:
Explosion code – 69
N
Relieve AP Liability
Offset: Busn Affairs
Offsetting Entry to Cash
Offsetting Entry to Cash
Cash Pool Entry: Equity
Cash Pool Entry: Equity
Company
0112
0112
9900
9900
Cost Center
Account
Code
10000-00-0000
02037-62-0000
10000-00-0000
02037-62-0000
10000-00-0000
10000-00-0000
00220101
00110000
00110000
00310000
00310112
This explosion code creates an accounts payable liability in this Business Affairs
clearing cost center.
This cost center will be reconciled monthly using the outstanding AP payment records.
A payment (via UPAY) to US Bank will need to off-set the accounts payable liability
account and cost center listed above.
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The vendor must be set up in
EVID in order to create a
payment plus payment.
The external system code is P
(Procure 2 Pay).
The vendor id must match the
id given to US Bank for
enablement within its system.
The relationship must be set
up for each unique
name/address (remit
address) number.
A vendor advantage is
changing the net days
(payment terms) to pay
as soon as possible.
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For certain vendors, the
customer id is critical. It
determines how the payment
is applied within the vendor’s
system.
By adding an attribute of CUST
to the vendor, the payment
instruction file will substitute
the customer id in place of the
vendor’s invoice number.
Thus, the vendor’s email will
contain the customer id.
The CUST attribute will also require that a customer
id be entered on ILOG when logging the invoice.
Payment Number: <Payment Control Number: PIF 01 Control Number>
From: [email protected]
[mailto:[email protected]]
To: <Supplier Email address: PIF 06M Email or Online CSI Email>
Cc: <CC: Email Address: PIF 06M CC: Email>
Subject: Payment Advice Notification from <Client Name: Visa Payables Automation (VPA) Profile Client Name>
This is an automated email Payment Notification generated by U.S. Bank for <Client Name: VPA Profile Client Name>.
Supplier Information
Supplier ID: <Supplier ID: PIF 06M Client Supplier ID>
Supplier Name: <Supplier Name: PIF 01 Merchant Name>
Buyer Contact
<First Name Last Name: VPA Profile Contact Name >
<Phone Number: VPA Profile Contact Phone>
<Client Email: VPA Profile Contact Email>
<Client Name: VPA Profile Client Name>
<Address 1: VPA Profile Contact Address 1>
<Address 2: VPA Profile Contact Address 2 (Optional)>
Payment Information
NThe following payment has been authorized by <Client Name: VPA Profile Client Name> to be paid using the Visa credit card account ending in <Last 4 digits
Single Use Account Number: Assigned for each PIF 01 entry> . The authorization for this card account number is for the total amount shown. Please process the
total amount shown in a single transaction. Include the below Payment Number in the Purchase ID and/or the Customer Reference Indicator (CRI) field when
submitting this authorized charge via your Point Of Sale process. The authorization for this account will expire in <Expiration Days: VPA Profile expiration>
day(s).
Card Account: XXXX-XXXX-XXXX-<Last 4 digits Single Use Account Number: Assigned for each PIF 01 entry
Total Amount: <Payment Amount: PIF 01 Record > <Payment Currency: Payment Account Billing Currency>
Payment Expiration: <Expiration Days: VPA Profile Expiration days> day(s) / <Specific Date calculated from Expiration Days>
Payment Number: <Payment Control Number: PIF 01 Control Number>
This Payment covers the following:
Invoice or Item Number
Amount
<Item Description 1: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total>
<Item Description 2: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total>
<Item Description 3: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total>
<Item Description 4: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total>
<Item Description 5: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total>
Note:
<Payment Notes: PIF 06M Notes>
This Payment covers the following:
Invoice or Item Number
<Item Description 1: PIF 07 Product
<Item Description 2: PIF 07 Product
<Item Description 3: PIF 07 Product
<Item Description 4: PIF 07 Product
<Item Description 5: PIF 07 Product
N
Description>
Description>
Description>
Description>
Description>
$<Invoice
$<Invoice
$<Invoice
$<Invoice
$<Invoice
Amount
Amount: PIF
Amount: PIF
Amount: PIF
Amount: PIF
Amount: PIF
07
07
07
07
07
Line Item Total>
Line Item Total>
Line Item Total>
Line Item Total>
Line Item Total>
Unless the invoice is coded as a separate check – multiple invoices can be paid
via the same payment record. The invoice number and amount will be listed
separately.
Note: the invoice number may be replaced by the customer id if the vendor is
identified with an CUST attribute.
N
This Payment covers the following:
Invoice or Item Number
<Item Description 1: PIF 07 Product Description>
<Item Description 2: PIF 07 Product Description>
<Item Description 3: PIF 07 Product Description>
<Item Description 4: PIF 07 Product Description>
<Item Description 5: PIF 07 Product Description>
Amount
$<Invoice Amount: PIF 07 Line Item
$<Invoice Amount: PIF 07 Line Item
$<Invoice Amount: PIF 07 Line Item
$<Invoice Amount: PIF 07 Line Item
$<Invoice Amount: PIF 07 Line Item
Total> <Additional
Total> <Additional
Total> <Additional
Total> <Additional
Total> <Additional
Additional Invoice Information
Invoice Information: PIF 07 Product Code 2 Description>
Invoice Information: PIF 07 Product Code 2 Description>
Invoice Information: PIF 07 Product Code 2 Description>
Invoice Information: PIF 07 Product Code 2 Description>
Invoice Information: PIF 07 Product Code 2 Description>
Email enhancement by US Bank - Additional Invoice Information will be
provided at the invoice level on the vendor email.
The additional information that will be provided in the email will include Invoice date, Customer ID, and Discount Amount. The file will contain a tag in
front of each data element so the vendor will be able to identify what the
information is. The discount amount will only be populated if the discount was
taken.
N
Note:
<Payment Notes: PIF 06M Notes>
The payment notes field contains the following information: vendor id and
vendor inquiry portal (admin.uark.edu/natcgi/uwovlogo). We ran into Visa file
limitations with special characters so we modified this portion of the email.
This information along with the check number will allow the vendor to access
additional information about this payment via the webBASIS vendor inquiry
portal. The check number is provided in the payment number field of the
email. Payment Number: <Payment Control Number: PIF 01 Control Number>
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Payment (check) run – the Treasurer’s Office submits the jobs that extract all
planned payment records with the appropriate payment due date.
The job determines whether a check, ACH, or Payment Plus payment is issued.
A Payment Plus payment is identified where the vendor id-vendor namevendor address match the same relationship created as an external payment
plus vendor. This relationship is established in EVID and vendor id must match
exactly.
Payment Plus payments will have a payment type of AP (AP Payment Plus).
These payments will be listed on the Accounts Payable Check Summary report
as Credit Card Payments.
These payments will be included in the Payment Plus Payment Instruction File
that will be available for upload to gizmo with eventual transmission to the US
Bank’s data distribution site.
Screen capture of the file
created via the check run
process. This file must be
uploaded to gizmo before
transmitting to US Bank.
Website information:
This screen will display after
pressing logon. Enter the following
in lowercase:
User ID: ce180300
(This
ID is sometimes referred to as
Account Name)
Password: xxxxxxxx
Press LOGON button.
After you receive the
‘Logon is successful’
message do the following:
https://www.ddsa.usbank.com At the main page, press LOGON (located on the right).
Press Send located on the
left. This screen will display.
Enter the following:
Data Format: ASCII (mandatory
for all transmissions)
Mailbox ID: ce180303
Batch ID :
x320.star.h000
Batch Attributes: Ignore All
Filename: drive:\path\filename.txt
(type the complete path, or use
BROWSE to locate your file to be
sent)
Press SEND
Press the ‘Directory’ button on the left of your screen. Enter the
Mailbox ID for the file you sent, then press the ‘directory’ button at
the bottom. The next panel you see should show the file that was
sent and also an additional file called ‘statfile.nnn’. Notice that the
‘nnn’ in the statfile matches the Batch# associated with the file you
sent. The ‘statfile’ indicates that the file was sent successfully.
If the ‘statfile.nnn’ doesn’t show up within a minute or two, it means there is
an issue with the transmission. A common occurrence is that the Batch Id
was not entered correctly. Please verify all the letters and numbers match
what was provided.
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For upload issues - can't connect, no stat file,
encryption errors, check file size, resend file, etc.
U.S. Bank Transmissions Help Desk - 800-765-9549 opt 1 - Validate
with your transmit or mailbox ID
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For other file or Access Online issues - such as
File Rejected email notice, bad content, Access Online errors,
etc.
 U.S. Bank Access Online Help Desk - 877-452-8083 opt 2 –
Validate with your organizational short name and Access Online ID
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This list will display the US
Bank batches created from
the check run.
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It will also display who and
when the file was uploaded
to gizmo for eventual
transmission to US Bank’s
data distribution site.
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If the need arises where the Payment Plus payment
needs to be resubmitted because the email was
never received, the single use card expired, or any
other reason.
 Access Online allows for the resubmission of the vendor
email provided the credit card has not expired.
 Access Online allows for the extending of an expiration date
provided the credit card has not expired.
 If the credit card does expire, Access Online has a facility to
recreate the payment instruction file.
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If the payment has to be reissued in BASIS, a paper
check will be issued and sent to the vendor.
◦ Please notify the BASIS team or Financial Affairs as a journal
entry will have to be processed to correct the accounting
(switching from payment plus to check).
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If the payment has to be canceled in BASIS, all invoices
associated with that payment must also be cancelled.
◦ Please notify the BASIS team or Financial Affairs to make sure
the payment is still outstanding.
◦ You must verify that the payment is still outstanding on the
Bank’s side.
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Once confirmed that the payment is still outstanding,
you may cancel the payment using CPI (Cancel
Payment Id). Since the system creates a new payment
id, you must cancel all invoices associated with it.
Note: the new payment id is copied from the canceled
payment so it has a payment type of AP. The system
will not generate a payment for this payment type. The
system determines the type of payment in the check
job. All accounts payable payments originate with a
payment type of AC.

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