Format Checks/ACH

Format Checks/ACH

The Format Disbursements screen allows you to format payments to create a check and/or ACH file. This screen includes a reference section that lists current disbursement number information for the banks available through the PDP as well as a section in which you identify the payments you want to format.

Note that only users with the OLE-PDP Processor role may use the Format Disbursements screen.

Document Layout

Disbursement Ranges Tab

This tab displays your default campus (based on the campus code associated with your OLE-PDP processor role). It also displays information about the banks in the PDP, the campus associated with the displayed disbursement range for each bank and the next disbursement number to be assigned to a disbursement associated with each bank.

Format Options Tab

This tab allows you to specify criteria for selecting payments to be formatted.

Format Options tab definition

Title	Description
Pay Date	Enter a pay date for which you want to format checks or ACH deposits. Payments matching any other search criteria are formatted if their pay date is equal to or earlier than the pay date entered here. Today's date is automatically used as a default pay date.
Only Disbursements Flagged as Immediate	Check this box if you want to format only disbursements that are flagged for immediate payment.
Payment Types	Select the radio button that indicates the type of disbursements you want to format. These values are defined in the Payment Type lookup.

Customer Tab

This tab allows you to specify the PDP customers for whom you want to format disbursements. The tab displays the entire list of PDP customers. The system makes default selections by matching your default campus to the processing campus for each customer.

To process disbursements for a customer who is not normally associated with your processing organization, check the box for this customer. To avoid processing disbursements for a customer whose disbursements you normally process, un-check the box for this customer.

After entering selection criteria and selecting/deselecting customers, click to start the formatting process. Alternately, choose to reset the information on the page and make different selections. Select to remove all the currently selected options on the page.
When formatting begins the system displays a summary of the customers and associated payments that have been selected for formatting.
Click Continue. The system formats the selected disbursements. When the formatting is complete, the PDP takes you to the Format Summary lookup and displays the formatted payments by sort group and customer.

Process Overview

Business Rules for Combining Payments

During formatting, the PDP attempts to combine multiple payments to the same payee into a single check.
Payments are eligible to be combined if the payment is combinable and if these field values are identical for each payment:
Payments marked for special handling, attachments, or immediate printing are not eligible to be combined.
If payments are determined to be combinable based on the above criteria, the PDP combines as many payments as possible into a single check. A parameter (MAX_NOTE_LINES ) controls the maximum number of note lines that the PDP attempts to put on a single check. If adding a payment to a combined check would exceed the maximum number of lines, then the PDP creates a new check for this payment.
The OLE-PURAP module includes logic to bundle together payment requests and credit memos under certain circumstances. This logic is outside of PDP and occurs within the PURAP module itself.

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