Processing an Interdepartmental Transfer via iPayments

Processing an Interdepartmental Transfer via iPayments
Texas A&M University - College Station
Texas A&M University - Galveston
Texas A&M University System
What is an Interdepartmental Transfer (IDT)? An Interdepartmental Transfer is an invoice, a bill, or a charge to another
department within the same agency as the selling department. It is the mechanism used to charge other TAMU (02) accounts
for goods or services provided by TAMU (02) accounts. The same is true for TAMUG (10) accounts billing other TAMUG (10)
accounts and TAMUS (01) accounts billing other TAMUS (01) accounts.
IDT Test
Is the department selling a good or service?
 Yes: Continue to next question.
 No: Is the department sharing the cost of an item/event with another department?
 Yes: Process DBR (Departmental Budget Request)
 No: Is the department moving a charge to another account within the same agency?
 Yes: Process a DCR (Departmental Correction Request)
 No: Contact Sales & Receivables
Is the customer a member of the same agency as the selling department (01/01; 02/02; 10/10)?
 Yes: Continue to next question.
 No: Process AR
Is the customer a Student Organization using an SOFC (TAMU) account or an SORG (TAMUG) account?
 Yes: Process AR
 No: Continue to next question.
Is the account provided by the customer an Advanced Research Account (160XXX)?
 Yes: Process AR
 No: Continue to next question.
Is the account provided by the customer a Renovation Account (806XXX)?
 Yes: Process AR
 No: Process an Interdepartmental Transfer (IDT)
Once it is determined that an Interdepartmental Transfer should be processed, several criteria must be met prior to
proceeding with the iPayment process. Are the selling account and appropriate revenue codes set up in iPayments?
Does this department have the IDT transactions set up in iPayment? Please send an email to ipay@tamu.edu to
request an account and code be set up in iPayments.
Processing an Interdepartmental Transfer via iPayments
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iPayment Logon Screen
The Logon screen is displayed upon initially visiting the webpage. Access will not be granted to any other option before
signing in to the application. The link is https://ipayment.tamu.edu. Please make sure to allow POP-UPs from this site.
•
•
•
Enter a User ID and Password to sign on or to change the existing password.
It is required to change the password at the initial logon session. Enter the User ID and Temporary Password
provided by iPayment Administrators. Before clicking the ‘Sign In’ button, enter the new password in the New
Password and Confirm Password fields. Click the ‘Sign In’ button. All password fields will be masked (i.e. ****).
Please note that this system is case sensitive. Passwords must be a minimum of 8 characters with at least
3 of the 4 following: upper case letters and lower case letters, numbers, and special characters (such as
!@#$%).
At 90 days the system requires that the password be changed. At that time, the system will give a message to
change the password and the logon screen will blank out the password entered. Re-enter the current password in
the Password field and then enter the new password in the New Password and Confirm Password fields. Click
the ‘Sign In’ button.
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Department Logon Screen
A user may be granted access to more than one department. If so, the user is required to specify which department is needed.
If the user is only granted access to one department, this step is skipped.
The department drop down list will contain only those departments assigned to the user. Select a department and click the
‘Sign In’ button to continue. Once this is done, iPayments will keep track of the User ID and Department. Users will only be
able to add or modify events in a Deposit File belonging to this specific department. However, the user will be able to view
files belonging to other departments.
Click Here
Select Department
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Open a File
At the iPayment Home Page, the user will have the option to open a file. The user will not be allowed to Process or Void a
transaction until a file is opened. However, with the proper security access, the user will be able to Search, View, run Reports
and Balance files.
Create a New File
There will be two options in the Open File frame to create a new
file:
•
•
Create New Individual File
Create New Shared File
Users must have security permissions to access either of these
options.
An Individual File is one that is assigned to a particular user (the
user who creates it).
A Shared File is one that is assigned for shared work, usually
across a Department.
To create the file, users may either:
•
•
Single click on Create New Individual File or Create New
Shared File. That text will populate the File # field. Click the
Sign On button to open the Create File dialog.
Double click on Create New Individual File or Create New
Shared File to open the Create File dialog.
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Create File Dialog Pop-Up
The Create File Dialog Pop-up allows a user to enter a description of the content for the file.
There are three fields on the dialog:
File Desc: Enter a description of the file. This should be an alphanumeric
value between 1 and 40 characters in length. This field is required.
Eff. Date: This will default to today’s date.
AutoBalance: Leave unchecked to create Confirmation receipts.
Click Create to create the Deposit File. This will pull forward the Process
Transactions Panel.
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Process Transactions
The Process Transactions Screen is the default screen upon creating a file. You may go back to your options anytime by
selecting Home in the Tool Bar. Please also note the File# in the top right above ‘Current Transactions.’
Select the Transaction
Type by account name
from the drop down box
at the top of the screen.
Or by clicking on the
button with the
account number.
Upon selecting an account, the panel will display all the object codes configured for that account.
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There are several optional fields listed at the top of the screen. The first ‘Comments’ field is a field for notes to the department.
This field does not pull to the information provided to the customer.
Comments 1&2 will
pull to IDT notice as
additional
comments.
Optional fields
Enter comments meaningful to the customer and to the department.
comments
Check the ‘Pay’ box
of the object codes
to be billed, modify
the description if
needed, and enter
the amount and
quantity. Verify the
account is correct.
Processing an Interdepartmental Transfer via iPayments
Double check the
amount is correct.
Then click ‘ADD Tran’
TAMUS, TAMU, and TAMUG
departments are sales tax exempt.
Be sure to check the tax exempt
box so that sales tax is excluded
from the charges.
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After the user clicks ‘ADD Tran’, the information entered will pull to the left panel under Current Transactions.
IDT BUY
Details
Balance Due
IDT BUY
Review the information under Current Transactions. Double click the yellow folder or click the plus sign (+) to expand it out
and reveal more details. The balance due is listed in green. If everything is correct, select ‘IDT BUY’ in the tool bar or the
button. If something is incorrect, the user can void the transaction. For more information on voids, visit iPayment Procedures.
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IDT BUY Transaction
The IDT BUY will appear similar to the screen shot below. Users must enter the charge account and the amount in the
available fields. If the correct expense code is not present, please email ipay@tamu.edu to request it to be set up.
Click the Inquiry
button to pull
forward the
amount and an
IDT ref Nbr.
Amount must be entered as a
negative. It will be red.
Enter the 6 digit
account and support
account. The
support account will
default as 00000.
The object code is
hardcoded in the
programming.
The email address
should be the email
address of the
person or
department selling
the goods.
Comments added to the Comments 1 field will pull to the email notification sent to the buying department. Make sure the pay
box is selected.
ADD Tran
Select ADD Tran. Upon selecting this button, several messages may be displayed.
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ERROR MESSAGES
This error occurs when the amounts on both sides of the transaction do not
match. Check to see if you have charged sales tax on one side of the
transaction and not on the other. Click OK. This will allow you to make
modifications.
=================================================================================================
This error occurs when the buying account is over
budget. Contact the buying department and ask for
another account. If the funds will be available at a
later date, users may wish to void this transaction and
wait to process the IDT at that time. Please note that
iPayments is looking at information from FAMIS the
previous day. If the accounts show funds in FAMIS
today, then the IDT can be processed tomorrow.
=================================================================================================
This error occurs when the object code selected is not
allowed on the account entered, or it means that an IDT is
not allowed on the account in question. Contact the buying
department for an account that allows the expense object
code in question. Users may wish to void this transaction
and process it at a later date.
=================================================================================================
This error occurs when an invalid account is entered. It could be that the account does not exist. Double check the account
entry to confirm it was typed in correctly. If so, contact the buying department for a valid account to charge.
Processing an Interdepartmental Transfer via iPayments
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Confirmation Emails
A confirmation email is sent to the buying department contact set up in the email table within the programing of iPayments. If
an account is charged that does not have a contact set up to receive an email, the following message will be presented.
Below is an example of the confirmation emails that are sent to the buying department. Please note that the email address
entered on the IDT BUY transaction will pull to the email confirmation as a link.
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In most cases, after Add Tran is selected, a Confirmation Record is generated in the right panel.
Confirm the information that pulled to the screen is correct then click ‘ADD Tran’. This will generate the Confirmation
Record in the right panel.
The left panel no longer has items listed under Current Transactions. There are now three buttons available above Current
Transactions.
The Print Receipt button will bring forward a pop-up of the receipt. This receipt may be printed for your records, but it is not
required to give to your customer since this is an IDT transaction.
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The user will receive another pop-up box asking to close the receipt window. Click ‘Yes’ to go back to the Confirmation
Record.
The View Details button provides accounting details of the transaction that do not populate to the receipt or the IDT. This
report can be printed for backup, but it is stored in the iPayments system and can be retrieved at any time.
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To process another IDT, select the Process button in the top right hand corner of the Confirmation Record. This will take you
back to the Process Transaction panel listing all of the available accounts for the department. Repeat the process beginning on
page 6. Multiple invoices can be created within the same File#. After all IDTs are created, proceed to Balance File.
Process
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Balance File
To balance a file, users can either select Balance from the tool bar or select Balance from the Home page.
The File# will default to the number of the payfile that is currently opened. Enter the desired payfile number if different. The
User will default to ‘All Users’ if the user has Supervisor security access. If the user has User access, this will default to the
user’s name. Please note: A user with User access cannot balance an IDT file.
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Supervisor access will
default ‘All Users’
File # will default to the
payfile currently opened.
Click Find. Users will not be able to access a payfile that does not belong to the department in which they are currently logged
into. If a payfile from such a department is entered, the following error message will appear.
Error retrieving file information!
You are not logged in to the Department that
Deposit File is assigned to. Access denied.
After the user selects Find, the summary information of the payfile will pull to the screen.
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Verify the IDT information is correct. This information is located under Customer Receipts Transactions Type Totals. The
IDT BUY totals should equal the number of IDTs created and the amounts billed from various selling accounts. Below the IDT
BUY totals, the user should see a listing of each selling account with the number of IDTs created and the amounts billed from
that selling account.
Mark As Balanced
Verify the IDT information is
correct.
Click the Mark As Balanced button. This will complete the transaction and send the information to the queue for the FAMIS
Feed. The Balance File must be opened using ‘All Users’ as the User in order for the Mark As Balanced option to appear.
Security permissions above User are required to perform this function.
Messages may be displayed when attempting to Mark As Balanced. The File may not be balanced if there are any Active Lists
(receipts) open for any users in the Department. If any such List exists, the File will not be balanced and the appropriate error
message will be displayed.
This message indicates that a user has not completed a receipt and received a Confirmation Record. This specific user must
log into the File and complete the transaction. In most cases, the Receipt List button needs to be selected.
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Once a Confirmation Record is displayed, the user can go back to Balance and select the Mark As Balanced button.
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The word BALANCED will appear on the screen along with the date and time of balance. A Print option will also be available.
The payfile that was balanced will no longer be available in the left hand panel.
Balanced File
Payfile no longer available
The date contained within this balanced payfile will post to FAMIS within 2 business days.
To Log Out, Click the yellow key in the top right corner on the tool bar. A pop-up with three options will appear. Select Log
Off Transaction Suite.
NEED HELP Processing IDTs?
FMO Sales & Receivables
ipay@tamu.edu
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