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KFS Payment Feedback File

KFS Payment Feedback File

Owned by Modesto Sevilla
Last updated: Nov 15, 2023

Introduction

This page is based on the Payment Feedback File Functional Specifications located at P:\SystemDev\KUALI Project\Functional Spec Documents\INT-PDP-005 PDP Feedback File\

Revision History

Version

Date

Author

Description

1.0

07/23/12


Modesto Sevilla

Initial specification

1.1

10/29/12

Maria Lieggi

Finalize field mapping

1.2

11/27/12

Modesto Sevilla

Added new record layout

1.3

12/10/12

Modesto Sevilla

Added Invoice No. char(25)

1.4

12/14/12

Modesto Sevilla

Removed Invoice No. and instead put Req. No. char(8)

1.5

01/13/12

Modesto Sevilla

Payment Type should be CHCK and ACH.  Filled in End Col. Added ‘EXTR – Check Created’ to Transaction Type.

1.6

02/05/13

Modesto Sevilla

Removed Check reissue date from CHECK DATE because KFS really does not support check re-issue.  It just Issues a new check after the previous one is Cancelled.

1.7

02/08/13

Modesto Sevilla

Added questions on the last page.  Added KFS equivalent attribute names to layout.  Removed ISSD transaction type because it is internal to Check Reconciliation in KFS and goes to EXTR once the check or ACH is produced

1.8

02/13/13

Modesto Sevilla

Added Questions and responses at the end of the document. Removed CPAY transaction type as this is not common and should not happen at UCI.  See Questions section for description.

1.9

02/26/13

Modesto Sevilla

Added new column, Payment change Code and Previous Check Number, for reissued checks.  Added to the end of the layout to minimize changes.  Fixed begin and end locations in layout.

2.003/05/13Modesto SevillaClarification that ACH will not show as cleared (CLRD), once extracted (EXTR) they are considered cleared.  This is different from Checks which will be marked CLRD when the Bank clears the check.
2.102/18/14Modesto SevillaUCIMC request Org Doc Number be sent via SOURCE_DOCUMENT_NO.
2.208/27/14Modesto SevillaPAL un-clered check do not have KFS GL transactions therefore for Effective Date we will send instead the PAL Creation Date.
2.301/21/16Modesto SevillaUCIMC Memorial Healthcare check data will have the EPIC number in the REQ_NO field.
2.4 Modesto SevillaAdded a sample file.

Functional Description

The Check Reconciliation File process enables the external systems to obtain feedback concerning checks. They will be able to obtain check number and the status of the checks such as check clear date, check cancellations, stale check date, check cancellation with re-issue.

Business Requirements and Assumptions

Assumptions

  • Use a flat file format because of the difficulty of existing systems to process XML.
  • The Bank Code and the PDP Customer Profile for the external system recording the check records will be setup in the KFS

Requirements

  • The check reconciliation file process will need to provide:
    • Check Number
    • Check Clear Date
    • Check Cancellation Date
    • Stale Check Date
    • Void Check Date
    • Stop Payment Date
    • Check Date

1.   Flat file layout for the check reconciliation file



Field Name


Format


Len

Beg Col

End Col


Comments/Values

 PAYEE_ID

AlphaNumeric

25

1

25

Student ID #, Employee ID, or Vendor ID

SOURCE_DOCUMENT_NO

(Customer Payment Document Number in KFS,

UCIMC will have Org Doc Number sent.)

AlphaNumeric

14

26

39

Unique identifier sent to KFS via Source Document Number.  UCIMC has requested to use this field

to send Org Doc Number instead, only for their implementation.

 REQ_NO

(Requisition Number in KFS)

AlphaNumeric

8

40

47

Requisition number, optional for students.  UCIMC will receive the EPIC number for Memorial Healthcare checks.

 TRANS_AMOUNT

(Net Payment Amount in KFS)


Numeric

9(12).99

15

48

62

Check Amount

 CHECK_NUMBER

(Disbursement Number in KFS)

AlphaNumeric

8

63

70

KFS Check Number

 CHECK_DATE

(Disbursement Timestamp in KFS)

AlphaNumeric

8

71

78

YYYYMMDD

Depending on the TRANSACTION_TYPE this date may have different meanings:

Check Creation Date (For ACH, this is also the cleared date)

Check Cleared Date (For Checks, ACH gets cleared when created)

Check Canceled Date

Check Stale Date

Stop Pay Date (Will not be used)

Check Voided Date (Will not be used)


 EFFECTIVE_DATE

(Posting Date on the GL side)

AlphaNumeric

8

79

86

YYYYMMDD

Note: PAL un-cleared checks do not have a KFS GL Posting date.  For this case we will send the Creation Date from PAL which was loaded into KFS.

TRANSACTION_TYPE

(Payment Status Code in KFS)






AlphaNumeric

    4

87

90

EXTR – Check Created

CLRD – Check Cleared

CDIS – Cancel Disbursement

STAL – Check Stale

STOP – Check Stop

VOID – Check Voided

 PAYMENT_TYPE

(Disbursement Type Code in KFS)


AlphaNumeric

    4

91

94

  CHCK -  Check

  ACH – EFT/ACH

 DISTRIBUTION_TYPE

(Payment Special Handling Indicator in KFS)

AlphaNumeric

1

95

95

Y – Pick up check

PAYMENT_CHG_CD

(Payment Change Code in KFS)

AlphaNumeric

4

96

99

Payment Change Code:

CRD – Stop with Reissue

Ignore all other values

PREV_CHECK_NUMBER

(Original Check Number in KFS)

AlphaNumeric

8

100

107

Previous Check Number for Reissued checks.


Sample File

kfschk_kfssb_20231114210055.dat

Database Objects


 

Questions and Issues

1)      What is the difference between Cancel Disbursement (CDIS) and Cancel Payment CPAY)?

  1. Cancel Payment happens in KFS when a payment has been uploaded and nothing processed.  This is unlikely to be done.
  2. Cancel Disbursement happens when a check has been produced.  Normally the check is in hand for a Cancel to be done by the office.

2)      KFS has no Stop with re-issue, correct? It does not, only STOP.  But in KFS, Cancel with Reissue can be treated the same as Stop with Reissue.

3)      What are the differences at UCI between VOID, STOP, and CANCEL?

  1. VOID, it's currently being used for the overflow checks, however, please verify with the POM team to see if the Check Writer application will be using check stock for the overflow or blank paper.  No money is due back to the accounts, it's just remittance information.
  2. STOP, we currently use stop pay in PAL. We use this when there is no check to Cancel and we have to notify the bank so they will not honor the check.  We can reissue even if a check is stop-paid.
  3. CANCEL when the check is on hand and we just need to cancel or cancel and reissue the payment.