Payment File Batch Upload

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The Payment File Batch Upload screen may be used by PDP customers to manually add files to the PDP for processing. The screen allows the user to browse for a file on his or her computer and select it for uploading. After a file is uploaded, the PDP generates an e-mail to the appropriate customer contact confirming the file upload.

Only users with the OLE-PDP Customer role may upload payment files in PDP.

  1. Select Payment File Batch Upload from the Pre-Disbursement Processor menu group on the Maintenance menu.

  2. Click Browse, navigate to the file you want to upload and click Open.

  3. Enter a file identifier that is up to 9 characters in length. This entry is a unique identifier for your file.

  4. Click to upload the file to the PDP.

    If the PDP detects a problem that prevents an upload of the file, the system displays an error message.

  5. After making corrections, click the Upload File link to reload the file.

    If the upload is successful, the page displays a message indicating that the file was successfully saved. An email is sent to the customer confirming the successful file upload.

The following rules apply to formatting the PDP payment upload file:

PDP Payment Upload Format

Name Type Max Size Required? Special Formatting
Header
<chart> Characters 2 Yes
<unit> Characters 4 Yes
<sub_unit> Characters 4 Yes
Group
<payee_name> Characters 40 Yes
<payee_id id_type= “X”> Characters 25 No Payee ID type (a single character)must be included within this tag
<payee_own_cd> Characters 2 No
<customer_institution_identifier> Characters 30 No
<address1> Characters 55 Yes
<address2> Characters 55 No
<address3> Characters 55 No
<address4> Characters 55 No
<city> Characters 45 No
<state> Characters 30 No
<zip> Characters 20 No
<country> Characters 30 No
<campus_address_indicator> Characters 1 No “Y” or “N”
<payment_date> Date 10 No MM/DD/YYYYY format
<attachment_ind> Characters 1 No “Y” or “N”
<special_handling_ind> Characters 1 No “Y” or “N”
<taxable_ind> Characters 1 No “Y” or “N”
<nra_ind> Characters 1 No “Y” or “N”
<combine_group_ind> Characters 1 No “Y” or “N”
<bank_code> Characters 4 No
Detail
<source_doc_nbr> Characters 14 Yes
<invoice_nbr> Characters 14 No
<po_nbr> Characters 9 No
<req_nbr> Characters 8 No
<org_doc_nbr> Characters 10 No
<invoice_date> Date 10 No MM/DD/YYYY format
<orig_invoice_amt> Decimal No Money format (2 decimal places)
<net_payment_amt> Decimal No Money format (2 decimal places)
< invoice_tot_discount_amt> Decimal No Money format (2 decimal places)
<invoice_tot_ship_amt> Decimal No Money format (2 decimal places)
<invoice_tot_other_debits> Decimal No Money format (2 decimal places)
<invoice_tot_other_credits> Decimal No Money format (2 decimal places)
<fs_origin_cd> Characters 2 No
<fdco_typ_cd> Characters 4 No
<payment_text> Characters 90 No Can contain multiples
Trailer
<detail_count> Integer Yes
<detail_tot_amt> Decimal Yes Money format (2 decimal places)
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