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, the Disbursement Format (DISF) table offers entries for a standard check, a standard warrant, a standard remittance advice, Claim Schedule Numbering, and the following electronic file formats: CCD+, PPD+, CTX/820, and IAT. Default payment formats may be entered on individual vendor records. When a disbursement request is generated, the disbursement format is inferred for the vendor record but may be manually changed on the Payment Request.

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 on VCUST and the Sender’s Email field must be populated in the E-mail Information tab on DISF.

This tab allows your site to enter information necessary for transmission and receiving of electronic payments.

The Stub Detail Summarization tab allows you to specify the summarization rules that will be performed when using the disbursement format. Fields not retained for summarization will be blank on the stub lines because all unique values will be “summarized away”.

If none of the retain fields are selected, a warning message will be issued indicating that none of the fields will be summarized.

The Stub Detail Sorting Order tab allows you to specify the sort order precedence for summarized stub lines when generating the ACH CTX Addenda records for EFT payments, as well as printing automated disbursement and online disbursement checks/statements.

Specific fields are available on DISF to support the generation of ACH CTX Addenda Records based on the EDI ANSI ASC X12 820 Remittance Advice/Payment Order for disbursed payment requests. These fields, displayed under the tab EDI Information, can only be entered if the Disbursement Type is set to either EFT or Remittance Advice and Disbursement Format is set to CTX.

Parameters	Description
Disbursement Type	This field specifies that the format is for an EFT, a Remittance Advice, a Check, or a Warrant.
Format	This field identifies the individual disbursement format.
Standard Text	This field contains standard text that may be printed on the Check/Warrant, Remittance Advice, or included with the electronic file. This field allows for entry up to 120 characters. Any values entered in the Standard Text field over the 60 characters will be truncated during the printing/generation processes for baseline check forms or EFT files.

If the vendor wants to receive the Remittance Advice via email then this tab must be populated. Note: The Remittance Advice Transmission Mode under the General Information tab must be set to Email – As an Attachment or Email – Embedded HTML in order to receive the Remittance Advice via email.

Parameters	Description
Sender’s Email	The Sender's Email field provides the email address from which the email originates. The email address can be the email of the contact person who can respond to any question on the Remittance Advice or it can also be a common email address.
Email Subject	A standard subject line for the email to enable the receiver to know the purpose and the content of the email. The text in this field is used as the Subject of the email when Remittance Advice is sent by email.
Email Message	The Email Message field provides the contents of the body of the email explaining the purpose of the email. If the Remittance Advice Transmission Mode field is Email – As an Attachment then the contents of this field will be the full text of the message of the email. If the Remittance Advice Transmission Mode field is Email – Embedded HTML then the contents of this field will be an introductory message above the embedded HTML.

The Claim Detail Summarization tab allows you to specify the configuration for records for each unique format in which the claim schedule numbers will be generated on Disbursement transactions. The configuration will be used by the Claim Schedule Numbering process. A face sheet is a standardized form that some departments use to process vendor payments. Below are the details for each field:

Parameters	Description
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 Application Resource	The application resource to be used in face sheet printing process.
Face Sheet Print Job Code	The form to be used for face sheet printing process.
Face Sheet Print Resource	The print resource to be used 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	The prefix for the data set name, which identifies an electronic data file.
DSN Suffix	The 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).