A payment process profile is a payment attribute assigned to documents payable, which specifies how Oracle Payments performs processing. Payment process profiles are comprised of several types of payment processing information, including specifications for formatting and transmission.
Before you can set up payment process profiles, you must perform the following setup steps:
funds disbursement payment methods
formats
payment systems and transmission configurations, if you plan to use them
The purpose of setting up payment process profiles is to specify the details of the payment process. Payment process profiles are blueprints that contain all the rules for creating and disbursing payments.
The payment process profile provides a number of features that vary in complexity, some of which may not be needed for basic payment processing. Therefore, once you create a payment process profile by entering data in the Create Payment Process Profile page and applying it, you can search for the newly create profile and set up any additional features by using the update functionality.
After you finish entering data in the Create Payment Process Profile page, you can click the Save and Add Details button to navigate to the Update Payment Process Profile page. The initial data entered is saved to the database and the newly created Payment Process Profile is ready for use, if appropriate or you can add additional features later by using the update functionality.
Selecting a processing type of Electronic or Printed determines what fields you see in the header of the Create Payment Process Profile page.
The list of values for the Payment System field is based on the value selected from the Payment Instruction Format list of values. If you do not select an option from the Payment Instruction Format list of values, then the list of values for the Payment System field is blank.
If a payment system is not selected from the Payment System list of values, then the list of values for the Transmission Configuration field is empty. When a payment system is selected, the Transmission Configuration list of values displays the configurations that are linked to the payment system.
If you select Electronic from the Processing Type drop-down box in the Create Payment Process Profile page, the following fields display in the header that are pertinent to electronic payment processing:
Payment Completion Point drop-down box. This option indicates when a payment is marked complete. Payments can automatically be marked complete anytime from the time the payment instruction is formatted in Oracle Payments to when the payment is transmitted to the payment system.
Allow Manual Setting of Payment Completion check box. This setting enables payment administrators to mark payments complete manually in the Payment Processes region of the Funds Disbursement Process Home page.
Automatically Transmit Payment File after Formatting check box. If selected, the payment file is automatically transmitted to the payment system or bank after it is formatted. If it is not checked, a payment administrator will have to initiate transmission from the Funds Disbursement Dashboard.
If you select Printed from the Processing Type drop-down box, the following fields display in the header that are pertinent to printed payment processing:
Default Payment Document list of values
The list of values displayed for the Default Payment Document field are based on the value selected from the Payment Instruction Format list of values. If you do not make a selection from the Payment Instruction Format list of values, the list of values in the Default Payment Document field is blank.
Send to File radio button
Send to Printer radio button
Automatically Print after Formatting check box
If selected, the Default Printer field is populated with the default printer assigned in Oracle Applications. You can change this value if you wish, but you must select a default printer from the Default Printer list of values.
Payment process profile usage rules determine when payment process profiles can be assigned for use on documents payable. You can select the All radio button to indicate that all payment methods, first party organizations, internal bank accounts, and/or currencies apply to this payment process profile or you can select the Specify radio button to specify specific values for any of these categorizations that apply to this payment process profile.
First Party Organization uses access control security so that when you click the Specify radio button and then click the Add button, you will only see the first party organizations to which you have access. This means you can only add first party organizations for which you have access.
This region enables you to specify how payments are grouped into payment instructions and how those payments are sorted within the payment instructions.
Internal Bank Account and Payment Currency payment grouping options are only displayed under the Payment Instruction Creation Rules region when the Processing Type selected is Electronic.
When the Payment Process Request grouping option is specified, payments that were submitted to Oracle Payments in different payment process requests are not mixed together in the payment instructions. However, there is no assurance that only a single payment instruction is created with payments from within a payment process request because payments within the same payment process request may contain different payment process profiles, and therefore need to be grouped into separate payment instructions.
Descriptions of selected payment grouping options are indicated in the table below.
Descriptions of Payment Grouping Options
| Field | Feature | Description |
|---|---|---|
| RFC Identifier | check box | Identifier of the Regional Finance Center. This is relevant if you are deploying Oracle Payments for use by a United States federal agency. |
| Payment Function | check box | Function of the payment, that is, a type of payment. Examples of payment functions are Supplier Payment and Employee Reimbursement. |
You can specify a maximum payment amount and/or a maximum number of payments for a payment instruction. If you specify a maximum payment amount, you must specify an exchange rate type from the Exchange Rate Type drop-down box. Examples of the exchange rate type options are indicated in the table below.
Descriptions of Exchange Rate Type Options
| Field | Description |
|---|---|
| Corporate | An exchange rate that is optionally used to perform foreign currency conversion. The corporate exchange rate is usually a standard market rate determined by senior financial management for use throughout the organization. This rate is defined in Oracle General Ledger. |
| Spot | A daily exchange rate used to perform foreign currency conversions. The spot exchange rate is usually a quoted market rate that applies to the immediate delivery of one currency for another. |
| User | A user-defined exchange rate. |
Oracle Payments applies user-specifed payment grouping rules to a pool of payments, thereby grouping individual payments into various payment instructions. The system then applies user-specified sorts, in sequence, so that payments within a payment instruction are sorted as specified.
Remittance advice is a report sent to a payee that lists the documents payable paid as part of each payment. You can specify the format for the remittance advice document and the delivery method.
When the separate remittance advice Format field is specified, the Condition field under the Separate Remittance Advice region in the Reporting subtab is set to All Payments. You can change this value in the Update Payment Process Profile page if you wish.
If you select the Override Payee Delivery Method Preference check box, you can override the supplier/payee's delivery method preference that was set in the supplier/payee setup.
If the Override Payee Delivery Method Preference check box is deselected, the delivery method preference set at the supplier/payee level is used, overriding the delivery method set in the Create Payment Process Profile page or in the Update Payment Process Profile page.
The Usage Rules subtab displays the same regions and fields that appear in the Create Payment Process Profile page.
The Payment System subtab displays the accounts associated with the payment system. If you wish, you can enable one or more payment system accounts.
Select a payment transmission protocol from the Payment Transmission Protocol drop-down list. The drop-down list displays seeded protocols that are linked to the payment system you selected from the Payment System list of values on the Create Payment Process Profile page.
The Payment System field is enterable in the Update Payment Process Profile page only if you do not select a payment system from the Payment System list of values on the Create Payment Process Profile page. If you select a payment system from the Payment System list of values in the Create Payment Process Profile page, you cannot update the Payment System field in the Update Payment Process Profile page because it is read-only.
If you select or enter a payment system in the Payment System field of the Update Payment Process Profile page, you must select at least one payment system account by selecting the corresponding Enabled check box.
Payment system account names are user-defined identifiers that identify the deploying company's accounts with its payment system. All payment system account names are enabled by default and populate the Name field under the Payment System Accounts region when you navigate to the Update Payment Process Profile page for the first time from the Create Payment Process Profile page. The populated payment system account names are the same as the user-defined identifiers originally entered in the Name field of the Update Payment System Accounts page during shared setup for payment systems.
The value in the Account Payment Process Profile Name field defaults the concatenated string of the account payment process profile name and the payment system account name. If you wish, you can change this defaulted account payment process profile name.
The required value in the Account Payment Process Profile Name field is only valid for the account payment process profile names that are enabled. Users typically enable one payment system account name at a time by selecting the corresponding Enabled check box. You can, however, enable more than one payment system account if you want to use the same payment process profile for different payment system accounts.
If you did not navigate directly from the Create Payment Process Profile page, but instead clicked the Update icon on the Payment Process Profiles page, and you deselect the Enabled check box in the Payment System subtab of the Update Payment Process Profile page, the system end dates the payment system account but does not delete it.
The information entered in the Payment Creation subtab is used to define payment creation rules for grouping documents payable into payments.
Specifying document grouping options defines grouping rules used to group documents payable into payments.
In this region you can specify a maximum payment detail size limit and a maximum payment amount for payments. The payment detail is built using the Payment Detail Form field. This field should contain a SQL expression written by a database administrator. This SQL expression, which can reference columns of the documents payable table, is used by Oracle Payments to generate payment detail in the form of text that becomes part of the payment. An example of payment detail that would create the payment detail by concatenating the purchase order number and payment date of the documents in the payment might look as follows: PO_NUMBER || PAYMENT_DATE.
In the Maximum Payment Detail Length field you enter the maximum number of characters allowed for payment detail. This limit is imposed by the deploying company's payment system or a regulatory body.
The information entered in the Payment Instruction Creation subtab is used to group payments into payment instructions. The Payment Instruction Creation subtab includes the Bank Instructions region, which does not appear on the Create Payment Process Profile page.
The Internal Bank Account payment grouping option check box is only displayed when the selection for the Processing Type field is Electronic.
In this region, you specify bank instruction codes and other fields of text that are added to all payment instructions that are created using this payment process request. The specified codes and text are usually used to provide additional payment processing instructions for the intended payment system or additional payment information for the intended payee. The table below describes the fields in the Bank Instructions region.
Description of Fields Under the Bank Instructions Region, Payment Instruction Creation Subtab of the Update Payment Process Profile Page
| Field | Feature | Description |
|---|---|---|
| Bank Instruction 1 and 2 | List of Values | Bank Instruction Code. For information on setting up bank instruction codes, see Step 14. Setting Up Bank Instruction Codes. |
| Bank Instruction Details | Enterable Field | Text that appears in the electronic payment instruction. |
| Payment Text Message 1 and 2 | Enterable Fields | Messages that are added to electronic payment instructions and may be passed to payees by the payment system. |
The Payment Instruction Format subtab displays information about the format of the payment instruction that is submitted to the payment system or bank, along with the payment.
The enterable fields in the Payment File Information region contain user-defined information that is requested by the payment system or bank to submit payment files. The table below describes the payment file information fields.
Description of Fields Under the Payment File Information Region, Payment Instruction Format Subtab of the Update Payment Process Profile Page
| Field | Feature | Description |
|---|---|---|
| Outbound Payment File Prefix | Enterable field | Prefix on the file name that is submitted to the payment system or bank. |
| Outbound Payment File Extension | Enterable field | Extension on the file name that is submitted to the payment system or bank |
| Outbound Payment File Directory | Enterable field | Location on the deploying company's computer from which the payment file is submitted to the payment system or bank |
Sequences are used in Oracle Payment to number sequential items. An example of a sequence is the sequential numbering of invoices. Database Administrators define sequences in the database. Payment systems or central banks may require that some of these sequences be reset on a periodic basis.
The table below describes the fields under the Periodic Sequences in Format region of the Payment Instruction Format subtab.
Description of Fields under the Periodic Sequences in Format Region, Payment Instruction Format Subtab of the Update Payment Process Profile Page
| Field | Feature | Description |
|---|---|---|
| Sequence Name | Enterable field | Name of a sequence that a Database Administrator defines in the database. This value is linked to an entry in an Oracle XML Publisher template, which you select when you create a format during shared setup. |
| Payment System Account Name | Automatically populated by any enabled payment system accounts | Any enabled payment system account is displayed in the Payment System Account Name field. |
| Reset Sequence Value | Enterable field | Restarts the sequence at the value specified in the Reset Sequence Value field. |
| Last Used Number | Enterable field | A number, after which the sequence restarts. |
| Set Schedule | Icon | Opens the Concurrent Request program page, where you need to run the program with name Reset Periodic Sequence Value by specifying when and how frequently you want Oracle Payments to reset the sequence value. |
Note: If no payment system is selected or entered for the Payment System field in the Payment System subtab of the Update Payment Process Profile page, then the Periodic Sequences in Format region is not displayed.
The Periodic Sequences in Format region always displays three rows, which enables you to enter up to three sequence names. When you enter a sequence name in the Periodic Sequences in Format region, the Sequence Settings table displays all the payment system account names that were enabled in the Payment System subtab of the Update Payment Process Profile page.
The Reporting subtab displays enterable fields to select options for running various reports.
A payment instruction register is a report that is created for each payment instruction. The register indicates what payments are contained in that payment instruction.
A positive pay file is a security measure in the form of a document that the deploying company sends to its payment system or bank to inform it of payments made by check. When you print checks, then you can electronically transmit a list of payments to the bank or payment system that indicates the checks you printed, so the bank or payment system knows what checks to pay. This list prevents the payment system or bank from paying fraudulent checks, since such checks are not listed on the positive pay file.
The table below describes selected fields under the Positive Pay region of the Reporting subtab.
Description of Fields Under the Positive Pay Region, Reporting Subtab of the Update Payment Process Profile Page
| Field | Feature | Description |
|---|---|---|
| Outbound Payment File Prefix | Enterable field | Prefix entered on the file name of a positive pay file. |
| Outbound Payment File Extension | Enterable field | Extension entered on the file name of a positive pay file. |
| Outbound Payment File Directory | Enterable field | Folder on the deploying company's computer from which the positive pay file is submitted to the payment system or bank. |
| Automatically Transmit File | Check box | If selected, Oracle Payments transmits the positive pay file when payments are issued. That is, when checks are printed, then the positive pay file is generated and transmitted. |
Separate remittance advice is a document that lists the invoices paid with a particular payment. You can specify the format for the separate remittance advice document and the delivery method.
The table below describes selected fields under the Separate Remittance Advice region of the Reporting subtab.
Description of Fields Under the Separate Remittance Advice Region, Reporting Subtab of the Update Payment Process Profile Page
| Field | Feature | Description |
|---|---|---|
| Condition | Drop-down list | Specifies when or for which payments this remittance advice is generated. Number of Documents option indicates the number of payments that must be included in a payment instruction for Oracle Payments to generate separate remittance advice for the included payments. The Payment Detail Length option indicates the minimum payment detail length required to generate separate remittance advice for a payment. |
Regulatory reporting refers to reports required by a regulatory body, such as a level of government, the central bank, or an individual bank.
The fields in the Regulatory Reporting region of the Update Payment Process Profile page enable you to determine the conditions under which regulatory reporting can be generated. In addition to these conditions, you can use a SQL function if you want to implement more complex criteria. This SQL function overrides the fields in the user interface, such as the reporting threshold amount.
To implement this SQL function, you will need to update the following stub SQL function:
IBY_EXTENSIBILITY_CALLOUTS_PUB (ibyextcs/b.pls) with the following signature:
FUNCTION isCentralBankReportingRequired(
p_payment_id IN NUMBER,
x_return_status OUT NOCOPY VARCHAR2
) RETURN VARCHAR2;
The function accepts one parameter, the Payment ID. This function must return either Y or N.
This subtab enables you to define descriptive flexfields, if applicable.