Disbursement Format

The Disbursement Format data structure is used to define each electronic or hard copy format that may be produced by the disbursement process. These formats are an element of payment consolidation as well as designating specific payment layouts. In CGI Advantage Financial, Disbursement Format (DISF) offers entries for a standard check, a standard warrant, standard remittance advice, Claim Schedule Numbering, and the following electronic file formats: CCD+, PPD+, CTX/820, and IAT.

While those are the primary EFT formats, the Disbursement Sub Type field allows for multiple versions of a format with different settings so that files are created differently per bank or NACHA requirements. One such example would be the PPD format for payroll costs. The existing PPD format could be copied to create PPD1 that has a Disbursement Sub Type of PPD that has the Company Entity Description of PAYROLL.

When a disbursement request is generated, the disbursement format is inferred for the vendor record but may be manually changed on the payment. Vendors can choose to have the Remittance Advice emailed to them or printed and sent through the mail. If the Disbursement Format is Remittance Advice, then the Remittance Advice Transmission Mode field can have one of the following values: Postal, Email – As an Attachment, Email – Embedded HTML, or Blank. Note: If the Remittance Advice Transmission Mode field is Email – As an Attachment or Email – Embedded HTML then the Email Address must be populated for all payment addresses for the vendor and the Sender’s Email field must be populated in the E-mail Information tab on Disbursement Format.

Field InformationField Information

Not all fields are listed, as those that are self-evident or common within the Accounts Payable function is listed. Any field listed below that is not visible is because it was a function initially hidden and it must be made visible with Configure Page (DESIGNER) for testing.

Field	Description
Disbursement Type	Disbursement Type specifies how payments are disbursed. Each disbursement type results in different treatments of the payments and their output. Supported disbursement types include EFT, Remittance Advice, Check, and Warrant.
Format	Format identifies the individual disbursement format for payments. Baseline is delivered with REG for regular payments and four EFT supported formats: CCD, CTX, PPD, and IAT.
Standard Text	This Standard Text field contains text that is printed on the Check/Warrant, Remittance Advice, or included with the electronic file. This field allows for entry up to 120 characters. Values entered in the Standard Text field over 60 characters are truncated during the printing/generation processes for baseline check forms or EFT files.
Disbursement Sub Type	When a bank or NACHA requires a standard format to contain information that is different than other files of the same format, the Disbursement Sub Type field is used. It initially defaults to NA, indicating the record is the primary record for the EFT format. When a variant of a format is needed - CCD1 - Disbursement Sub Type field is set to CCD and the Format assigned is CCD1. This type of configuration causes the EF ACH Transaction, EF ACH Reversal, Prenote ACH Transaction, CW ACH File Generation, CW EFT Reversal, EWS Transaction, and Generate ACH Debit to build a slightly different file based on Disbursement Format configuration or the three ACH configuration pages (ACH Attributes Configuration, ACH Flat File Configuration, and ACH XML Configuration). When using the three ACH configuration pages, after creating a unique disbursement format that is a sub type, use the Copy ACH Configuration (CPACHCNF) page to quickly copy the primary format to create the new sub format. An example of Disbursement Sub Types: CCD – General EFT Payments CCD1 – Child Support Payments CCDP – Payroll Payments
Allow API Prenote Validation	If using the Account Validation API found on Vendor Customer where EFT information is captured and verified as a prenote, then this indication must be set to True.
Protect Format from ACH Configuration Update	This parameter serves to protect data on the three ACH configuration pages from accidental overlay. If preventing any disbursement format, including site-specific formats, from being deleted and copied through the Copy ACH Configuration (CPACHCNF) page, then this indication must be set to True. The default value is False.
ACH Information	The fields in this section are labeled in a similar fashion to those found in the ACH file layout for the specification of certain values.
Stub Detail Summarization	This series of indications allow the specification of summarization rules. Fields not retained for summarization are blanked out on the stub lines as they are ‘summarized away’.
Stub Detail Sorting Order	Fields in this section are used to create a sort order precedence for summarized stub lines when generating CTX addenda records as well as printing automated disbursements and online disbursements.
EDI Information	This group of fields supports the creation of CTX addenda records based on the EDI ANSI ASC X12 820 Remittance Advice/Payment Order.
Email Information	This address appears as the originating email address for a remittance advice email that is most commonly a group email address, but it can be an individual.
Email Subject	This text appears as the subject line for a remittance advice email. There are various options to add additional details to this area of the email.
Email Message	This text appears as the contents of the remittance advice email body. If the Remittance Advice Transmission Mode is Email – As an Attachment, then the contents of this field are the full text of the message. If the Remittance Advice Transmission Mode field is Email – Embedded HTML, then the contents of this field are an introductory message above the embedded HTML.
Claim Schedule Type	The numbering sequence to be used for the selected disbursement format. Check, Warrant, EFT, and E-Claims are available options.
Face Sheet Settings	The application resource for Face Sheet printing. The form for Face Sheet printing. The print resource for the face sheet printing process.
Suppress Claim Schedule /Numbering	This field identifies whether MD’s will be assigned Claim Schedule Numbers. When set to True, MD’s will be prevented from using a Disbursement Format value that is not a Disbursement Type of ‘check’. The default value is False.
DSN Prefix & Suffix	The prefix and suffix for the data set name, which identifies an electronic data file.
Print Data File Format	This field links each Disbursement Format to one of the possible file layouts. Valid values are: Direct Pay Warrant (218), ORF Check (218), Reverted Appropriations (218), MTRA (218), GL3220 (218), EFT (218DD), E-Claim (218ET), Escrow Payout (218), and E-Claim (218ET) Email.
Print Remittance Advice	Print Remittance Advice is an optional indicator. All Disbursement Formats with this indicator as True will be included in the remittance advice xml generated through the Claim Schedule Printing process with run mode as 2 (RA) or 3 (Both).