processing a deposit via ipayments - texas a&m university · processing a deposit via ipayments...
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ProcessingaDepositviaiPayments Page1
ProcessingaDepositviaiPayments
Severalitemsmustbeconsideredpriortoengaginginthesaleofgoodsorservices. Doesthedepartmenthavewrittencashhandlingprocedures? ArethepersonsacceptingfundsknowledgeableofthoseproceduresandSystemRegulation21.01.02Receipt,
Custody,andDepositofRevenues? Willfundsbereceivedthroughthemailorpersontoperson? DoesthedepartmentneedtopurchaseofficialreceiptsfromFinancialManagementOperations? ArethegoodsorservicesbeingsoldsubjecttoSalesTax? Isthepaymentcomingfromataxexemptentity? Doesthedepartmenthavedepositslipsandbankbags? Doesthedepartmenthaveanaccountthatallowsforthedepositofrevenues? ArethesellingaccountandappropriaterevenuecodessetupiniPayments?
SystemRegulation21.01.02Receipt,CustodyandDepositofRevenues
DepartmentpersonnelprocessingdepositsmustbeknowledgeableofSystemRegulation21.01.02Receipt,CustodyandDepositofRevenues.Thepurposeofthisregulationistoprovideaworkable,controlled,cash‐handlingenvironment.Pleasereviewthefullregulationfordetails.Belowarehighlightsofsomeoftherequirements.
Departmentsmusthavewrittencash‐handlingproceduresthatarefollowedandregularlyreviewed. Departmentsmustgiveofficialreceiptsorcashregisterentriesforalltransactionswherefundsare
exchangedpersontoperson.MoredetailedinformationoncashreceiptscanbefoundatWhenshouldIuseaCashReceipt?
Funds must be kept secure at all times. Cash in excess of $2,500.00 must be accompanied by a security guardwhen in transport. The Cashier Office can be contacted to schedule a one-time pick by the courier service.
Logstrackingthetransferoffundsmustbekeptandreconciled. Amountsof$200.00ormoremustbedepositeddaily.Amountslessthan$200.00mustbemadewithin3
businessdaysregardlessofamount. ChecksmustbeendorsedimmediatelyuponreceiptandfollowtheStandardAdministrativeProcedure
21.01.02.M02CheckEndorsementRequirements. Propersegregationofdutiesmustbeinplace.
GuidelinestoassistindevelopingcashhandlingprocedurescanbefoundatGuidelinesforCashHandlingProcedures.
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SalesTax
TexasA&MUniversityisexemptfrompayingStateofTexassalestaxonpurchases.However,itisnotexemptfromcollectingtaxonsalesmadebytheUniversity.
Whenauniversitydepartmentsellsataxableitem,itisresponsibleforcollectingthesalestax,unlessproofoftaxexemptionisobtained.Salestaxexemptioncertificatesshouldbekeptonfilebythesellingdepartmentfollowingtheretentionschedule.ThedepartmentmustcollectthetaxanddeposititthroughiPayments.iPaymentsisconfiguredtochargesalestaxonalltaxableitemsandsendthefundstotheappropriatesalestaxaccount.Ifthepurchaserissalestaxexempt,selectthetaxexemptoptiontoremovethesalestax.Besureto attach the sales tax exemption or resale certificate as backup when you remove the sales tax.
Thereisnosuchthingasapassthroughsale.WecannotpassontheUniversity’sexemptsalestaxstatustoanyoneelse.Forexample,auniversitydepartmentcannotpurchaseshirtsandthensellthemtonon‐taxexemptpersonswithoutcollectingthesalestax.
FinancialManagementOperationsremitsthesalestaxcollectedbytheentireuniversitytotheStateComptroller’sOfficeasrequired.Thereisnoneedforthedepartmenttofilloutasalestaxformortoremitthetaxtothestate.Thetaxratesvaryfromcountytocountyandsellersshouldusetheappropriatetaxratefortheirlocation.ThecurrenttaxrateforBrazosCounty, Dallas County, Tarrant County,andGalvestonCountyis8.25%.
MoredetailedinformationregardingsalestaxcanbefoundatSalesTaxIssues.
DepositSlipsandBankBags‐TAMU
TheCashierOfficewillprovidepre‐numbered3‐partdepositslipsandplastictamperresistantdepositbagsforthebankdeposit.
Thefirst3digitsofthedepositslipisalocationnumberandwillidentifyyourdepartmenttotheCashiersandthebank.Thelast4digitsisasequentialdepositnumber.
AllbankdepositslipsandbagsmustbeorderedthroughtheCashierOffice.
Sendanemailtovpfa‐sbs‐[email protected]‐862‐5762.Pleaseprovideyourlocationnumber,mailstop,andcontactinformation.
Itemswillbemailedtothemailstopprovidedunlessspecifiedotherwise.
ItemscanbepickedupattheGSCSuite2801between8amand3pmMondaythroughFriday.
Forallotheragencies,pleasecontactyourrespectivebusinessofficeforinformationonobtainingdepositslipsandbankbags.
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DepositTest
Isthepaymentforagoodorserviceprovidedbythedepartment? Yes:WasanAccountsReceivablecreated?
o Yes:ForwardpaymenttoFMOSales&ReceivablesMS6000o No:Processadeposit.
No:Continuetonextquestion.
Isthepaymentagiftorasponsorship? Yes:SubmitpaymenttotheTexasA&MFoundation. No:Continuetonextquestion.
IsthepaymentareimbursementforCentrexcharges,copycharges,orarepaymentforareturnedcheck? Yes:Processadeposit. No:Submitthepaymentonareductiontoexpenseform.
Onceitisdeterminedthatadepositshouldbeprocessed,thesellingaccountandappropriaterevenuecodeandthetaxabilityofthatcodemustbehardcodedtothedepartment’stransactionsiniPayments.PleasesendanemailtoiPay@tamu.edutorequesttheaccountandcodebesetupiniPayments.Oncethisisconfigured,thedepartmentcanproceedwiththeiPaymentdepositprocess.
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iPaymentLogonScreen
iPaymentswillbeaccessibleviaSSO.
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/departmentinwhichtosubmitadeposit,theuserwillbepresentedwithanoptiontocreateaCOREfileortomanageexistingfiles.
CreateaCOREFile
ThedefaultfileTYPEisIndividual,butitcanbechangedtoSharedbyclickingthedropbox.Usersmusthavetheappropriatesecuritypermissionstoaccesseitheroftheseoptions.AnIndividualfiletypeisonethatisassignedtoaparticularuser(usuallytheuserthatcreatesthefile).ASharedfiletypeisonethatisassignedforsharedwork,usuallyacrossaworkgroup/department.
ThedefaultOWNERis theuserthatiscreatingthefile,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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ProcessTransactions
Thetransactionscreenismadeupoftabslistingtheaccountssetupforuseforeachparticularworkgroup/department,tabsfortenders,andtabsfortheactivereceipt.Thisscreenalsohasadditionaloptionsaswellasasearchfeaturerunningacrossthetop.
Selecttheaccountinwhichthedepositistobemadebyclickingontheaccount.
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Thereareseveraloptionalfieldslistedatthetopofthescreen.EachoftheseoptionsisasearchablefieldintheiPaymentSystem.Eachofthesefieldswhenused,willdisplayonthereceiptgeneratedforthecustomerwiththeexceptionoftheFileUploadfield.Typeinthenameofthecustomerorentityprovidingthepayment.Typeintheaddressandaddcommentsmeaningfultothecustomerandthedepartment.DonotaddtheFileUploadatthistime.PleasenotetheREFNBRfielddoesnotallowtheuseofspaces.
BelowaretheAllocationsavailableforthisaccount.Thedescriptioniseditable.PleasenotethatthedescriptionenteredinthisfieldisthedescriptionthatwilldisplayinFAMIS.EntertheAMOUNTandorQUANTITY,andreviewsalestaxintheTAXEDcolumn.Pleasenotethatsalestaxcannowberemovedatthelineitemlevel.Whenataxablelineitemisselectedbesuretobackoutthesalestaxfromtheamountenteredsothesalestaxcalculationperformedbythesystemisforthecorrectamount.Whenanamountisentered,theSELECTEDsectionwillautomaticallyflagacheckmark.Oncetheinformationisentered,theusercanopttoclickVALIDATEALLOCATIONS.Thiswillcheckeachaccountselectedforavailablebudget,objectcodematching,accountflags,andsupportaccountflags.
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UsetheFILEUPLOADtoattachbackupdocumentationforthedeposit.Userscanattachdocumentswiththefollowingfileextensions:.pdf,.xls,.docx,.jpeg,.png,and.txt.Pleasedonotattachdocumentscontainingconfidentialinformation.Anexampleofwhatusersmayuploadwouldbeasalestaxexemptionorresalecertificatewhenataxableitemisflaggedasnon‐taxable.
ClickCONTINUE.TheinformationenterednowpullstotheActiveReceiptontherightsideofthescreen.
Reviewtheinformation.Toviewthedetails,clickthe .Ifanythingisincorrect,clickthetrashcantovoidtheentryandstartoveror,VoidtheentirereceiptbyclickingVoidEventatthebottomofthereceipt.
Clickontheicontodisplaytheattachedbackup.
Ifthisistheincorrectbackup,thetransactionwillhavetobevoidedandre‐enteredwiththecorrectbackupadded.
Ifeverythingiscorrect,itisnowtimeto‘tender’theEvent.
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TenderTransactions
Thetenderoptionsarelocatedatthebottomofthescreen.Thetendersdisplayedherearedependentuponthetypesoftendersacceptedbyyourdepartment.
ByClickingtheALLTENDERStab,youcanseemoreinformationaboutthetenders.
PleaseNOTE:Depositfilescannolongerhavecombinedtendertypebanks.Intheexampleabove,adepositfileforthisdepartmentcancontainbothCashandChecktendersbecausetheysharethesamebank(B04060).AseparatedepositfilewillhavetobecreatedforCreditCarddeposits(B01650)andyetanotherfileforanyACHdeposits(B01665).
Somedepartmentsmayhavemultiplebanksforthesametender.Intheexampleabove,aseparatedepositfilewillhavetobecreatedforeachdifferentcreditcardbank.
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TenderTransactions‐CASH
WhentheCASHiconisselected,thescreenwilldisplaythenameofthetender(CASH‐B04060),theamount,andanOKbutton.Iftheamountiscorrect,clickOK.
Atthatpointastatusbarwilldisplayonthescreen.
Youwillthenbepromptedtoprintthereceipt.
Thereceiptlistedontherightsideofthescreenwillnolongerhave‘ActiveReceipt’atthetop.
ItwillhaveCOREBusinessTechnologies,theagencybrand,theagencyname,and‘Receipt’.
Itwillalsoincludethepaymentdetails,theiconforaddedbackup,andastatementthankingthecustomer.
At this point an email notification is sent to the depositing account. FAMIS Screen 860 has a field labeled iPay IDT Email/ID that is used to direct these emails.
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TenderTransactions‐CHECK
WhentheCHECKiconisselected,thescreenwilldisplaythenameofthetender(CHECH‐B04060),theamount,andanOKbutton.Iftheamountiscorrect,clickOK.
Thescreenwillnowdisplayfieldsforenteringacheck.Theonlyrequiredfieldsaretheamountandthechecknumber.Futurephasesofthissystemwillallowfortheelectronicdepositofchecks,butuntilthen,pleasedonotentertheBankRouting#ortheBankAccount#intheavailablefields.
Afterenteringtherequiredinformation,clickCONTINUE.
Atthatpointastatusbarwilldisplayonthescreen.
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Youwillthenbepromptedtoprintthereceipt.
Thereceiptlistedontherightsideofthescreenwillnolongerhave‘ActiveReceipt’atthetop.
ItwillhaveCOREBusinessTechnologies,theagencybrand,theagencyname,and‘Receipt’.
Itwillalsoincludethepaymentdetailsincludingthechecknumber,theiconforaddedbackup,andastatementthankingthecustomer.
At this point an email notification is sent to the depositing account. FAMIS Screen 860 has a field labeled iPay IDT Email/ID that is used to direct these emails.
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TenderTransactions‐CREDITCARD
WhentheCHECKiconisselected,thescreenwilldisplaythenameofthetender(CreditCardB01650),theamount,andanOKbutton.Iftheamountiscorrect,clickOK.
Thescreenwillnowdisplayfieldsforenteringacreditcarddeposit.PleaseNOTE:CreditCarddepositsaretobeenteredinlumpsumsettlements.iPaymentsdoesnotactuallyprocesspaymentsfromcreditcards.Usersshouldcontinuetousecreditcarddevicestochargecustomercards.TheCreditCardListdropboxrequiresthatacreditcardtypebeselected,however,itisnotnecessarytobreakoutyouramountbyeachcard.Simplyselectonecardtypeandenterthefullamountofyoursettlement.Enterthesettlementdateandthesettlementnumber.ThesettlementnumbermaybelistedastheBatchNum.Ifasettlementnumberisnotavailableuse7777777777.
Afterenteringtherequiredinformation,clickCONTINUE.
Atthatpointastatusbarwilldisplayonthescreen.
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Youwillthenbepromptedtoprintthereceipt.
Thereceiptlistedontherightsideofthescreenwillnolongerhave‘ActiveReceipt’atthetop.
ItwillhaveCOREBusinessTechnologies,theagencybrand,theagencyname,and‘Receipt’.
ItwillalsoincludethepaymentdetailsincludingtheSettlementDateandNumber,theiconforaddedbackup,andastatementthankingthecustomer.
At this point an email notification is sent to the depositing account. FAMIS Screen 860 has a field labeled iPay IDT Email/ID that is used to direct these emails.
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TenderTransactions‐ACH
TheACHtenderisusedforACH,EFT,andWirepayments.YourdepartmentwillbenotifiedbyFMOwhenthistypeofpaymenthasbeenreceived.WhentheACHiconisselected,thescreenwilldisplaythenameofthetender(ACH‐B01665),theamount,andanOKbutton.Iftheamountiscorrect,clickOK.
Theuserwillbepromptedasecondtimetoconfirmtheamount.
ClickCONTINUE.
Atthatpointastatusbarwilldisplayonthescreen.
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Youwillthenbepromptedtoprintthereceipt.
Thereceiptlistedontherightsideofthescreenwillnolongerhave‘ActiveReceipt’atthetop.
ItwillhaveCOREBusinessTechnologies,theagencybrand,theagencyname,and‘Receipt’.
Itwillalsoincludethepaymentdetails,theiconforaddedbackup,andastatementthankingthecustomer.
At this point and email notification is sent to the depositing account. FAMIS Screen 860 has a field labeled iPay IDT Email/ID that is used to direct these emails.
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DepositingandBalancingFiles‐USERACCESS
Onceallofthereceiptshavebeenenteredforaparticulartendertype,thefilemustbebalanced.PersonswithUSERaccesscanenterthedepositinformationbutcannotbalancethefiles.ClickonBALANCEatthetoprightofthescreen.
TheDepositingandBalancingscreenwilldefaulttotheusersUINanddisplaytheTenderSummarybyBankinformation.
ClickCREATEDEPOSIT.
UserscanmanuallyentertheamountintheAMOUNTfieldorClickCOUNTtopullupacurrencycounter.
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Entertheamountsforeachdenomination.Thiscanbeprintedandusedasyourdeposittape.
Enterthe7digitdepositslip#intheSlip#field.EnterthedepositbagnumberintheCommentsfield.Seepage32forCheck,CreditCard,andACHexamples.
ClickCREATE.
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IfyouhavethePrintDepositSlipchecked.Aprompttoprintwilldisplay.
Atthispoint,personswithUSERaccessaredoneandtheycanpassthedepositontopersonswithSUPERVISORaccess.ClickEXITandCLOSEthenLOGOUT.
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DepositingandBalancingFiles‐SUPERVISORACCESS
Onceallofthereceiptshavebeenenteredforaparticulartendertype,thefilemustbebalanced.
TheDepositingandBalancingscreenwilldefaulttotheusersUINanddisplaytheTenderSummarybyBankinformation.ChangethedropboxfromtheusersUINtoAll.Noticethatthescreenisnowsplitintwowithadditionalinformationandoptionsontheright.
Left Side
RightSide
Noticethattheoptionsatthetoprightofyourscreenhavechanged.
Alsonoticethatthesummaryofyourdepositnolongerincludestheaccount.Toviewthedetailsofthedeposit,ClickEXIT.
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Thiswilltakeyoubacktothehomepagelistingyourmenusofaccounts.ClickEVENTTOOLSwhichisthefirstoptionlistedinthetoprightcornerofthepage.
ThiswilltakeyoutoaSEARCHscreen.TheFileIDwilldefaulttothefileinwhichtheuseriscurrentlylogged.
ClickSEARCH.
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Thiswilltakeyoutoanewscreenthatwilllisteachreceiptinthefileandallowyoutoclickoneachonetoviewthedetails.
UserscanviewthebackupdocumentationbyclickingonthePaperIcon.Theaccountandobjectcodeandreceiptdetailsareincludedonthispage.Iftheinformationisincorrect,userscanvoidthisreceiptatthispointbyclickingVOID.Userscanalsoreprintthereceiptfromthislocation.TogobacktotheDepositingandBalancingscreen,clickEXIT.
Thiswilltakeyoubacktothehomepage.ClickBALANCE.
ThiswilltakeyoubacktotheDepositingandBalancingScreen.ChangetheUINtoAll.ClickCREATEDEPOSIT.PleaseNOTE:IfthisstepwasperformedbytheUSER,thentheSUPERVISORdoesnothavetore‐addthedeposit.
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UserscanmanuallyentertheamountintheAMOUNTfieldorclickCOUNTtopullupacurrencycounter.
Entertheamountsforeachdenomination.Thiscanbeprintedandusedasyourdeposittape.
Enterthe7digitdepositslip#intheSlip#field.EnterthedepositbagnumberintheCommentsfield.Seepage32forCheck,CreditCard,andACHexamples.
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ClickCREATE.
IfyouhavethePrintDepositSlipchecked.Aprompttoprintwilldisplay.
Atthispointthedepositsummarywilldisplayontherightsideofthescreen.ClickBALANCE&CLOSEtocompletethefile.
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UsersshouldthenbepresentedwithaManagementReportandamessagethattheFileUpdateisComplete.
ClickOK.YouwillgetamessagethattheFileisbalanced.ClickOKandthenEXIT.Userswillthenbere‐routedtotheFileManagement/CreateFileScreen.UsersshouldnowreviewthedepositinFAMIS.
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ReviewingtheDepositinFAMIS
Thefilenumber(inthiscase2017104003)isconvertedintotheref#2inFAMISas7104003.Thelastdigitoftheyearisthefirstnumberandthefollowing6numbersaretheremainingdigits.ThefilenumberisgeneratedbyJuliencalendardate.Thedaythisfilewascreatedwasthe104thdayoftheyearanditwasthe3rdfileopenedthisday.
Thisdepositexamplewasa$100.00registrationanda$20.00clothingsale(includestax)onaccount02‐201980.ThiscanbeviewedinFAMISonseveralscreens.Forthisexample,reviewthedepositonFAMISscreen47.
Thesalestaxcanbeviewedbychangedtheaccounttotheappropriatesalestaxaccountforyouragency.
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ByplacingyourcursorononeofthelineitemsandclickingPF6,userscanviewmoredetailsaboutthedepositincludingthedepositslipnumberwhichispopulatedastheref#4.
Ifyouragencyusesaclearingaccountforyourdeposits,youcanviewthosedetailsbychangingtheaccounttotheclearingaccountnumber.
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OtherDepositExamples
PleaseNOTE:Depositfilescannolongerhavecombinedtendertypebanks.AseparatedepositfilewillhavetobecreatedforCreditCarddeposits(B01650)andyetanotherfileforanyACHdeposits(B01665).Thedepositexampleaboveonlyincludedcash,however,cashandcheckfilescanbecombinediftheyusethesamebank.
CHECKDeposit
UserscanmanuallyentertheamountintheAMOUNTfieldorclickCOUNTtopullupalistofchecks.
UserscanclickthelinkforeachreceiptunderEVENTNBRtoviewdetailsabouteachcheck.ComparethislisttothechecksinthedepositandclickFOUNDnexttoeachone.OncethechecksareallFOUND,clickPRINT.
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Thiswillgenerateatapeofthecheckswithasignaturelineatthebottom.Itissuggestedthatthistapebekeptwiththedepositbackup.
CHECKANDCASHDeposit
UserscanmanuallyentertheamountintheAMOUNTfieldsorclickCOUNTtopullupacurrencycounterandalistofchecks.
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CREDITCARDDeposit
UserscanmanuallyentertheamountintheAMOUNTfieldsorclickCOUNTtopullupthe list of credit card entries.
EnterCCCandthedepartment’s4digitcode(ifthecodeis5digitsthenjustenterCC).UserscanleavetheCommentsfieldblank.