Pre-Disbursement Processor Batch Processes

The PDP module is impacted by batch jobs associated with the Financial Processing and Purchasing/Accounts Payable modules. In addition, this module has several batch jobs that are unique to it. The table below lists these batch jobs in the general order that an institution may encounter them.

pencil-small Several of these jobs generate .xml files containing information about payments processed via PDP. Kuali Financials does not include a check writer, so your institution needs to determine how best to utilize the .xml files provided by PDP to generate checks and/or ACH entries to be sent to your bank.

PDP Batch Jobs

Job Name	Module	Description
Disbursement Voucher Pre-Disbursement Processor Extract Job	Financial Processing	This job extracts approved disbursement vouchers having a payment method of Check/ACH into PDP. The disbursement vouchers appear as open payments in PDP. No separate batch job exists for extracting immediate Disbursement Voucher payments to PDP because these payments are automatically extracted into PDP when the immediate DV reaches FINAL or PROCESSED status or when the Disbursement Manager clicks the Extract Now button on a DV that was not selected for immediate payment prior to extraction.
Purchasing Pre-Disbursement Extract Job	Purchasing / Accounts Payable	Extracts approved payment requests and credit memos into PDP when the pay date is today or earlier and bundled PREQs and Credit Memos are greater than zero. These will appear as Open payments in PDP. PREQs and Credit Memos are bundled together when the PREQ is not marked immediate, special handling or has attachments. PREQs are bundled with Credit Memos when the campus, bank code, vendor, vendor division, address 1, country and 5 digit zip code match.
Purchasing Pre-Disbursement Immediates Extract Job	Purchasing / Accounts Payable	Extracts approved payment requests marked as immediate payments. These will appear as open payments in PDP. Note that the Purchasing Pre-Disbursement Extract job extracts all payments, including immediate payments. Consequently, you do not need to use this job unless you want to extract only payments marked as immediate into PDP.
PDP Load Payments Job	Pre-Disbursement Processor	Loads non-DV or PURAP payments into PDP. If the Payment File Batch Upload is used to load payments, this process normally occurs automatically. The PDP Load Payments job is appropriate to run if your institution has established a central directory where PDP customers place files to be uploaded directly into PDP without using the File Batch Upload page.
PDP Nightly Load Payments Job	Pre-Disbursement Processor	Identical to the PDP Load Payments job except that it has a dependency on both the Disbursement Voucher Pre-Disbursement Extract job and the Purchasing Pre-Disbursement Extract job. Consequently, as part of a nightly batch schedule, this job runs after these two extracts have completed. This job is run separately because your institution may want to arrange one nightly load using this job and set up several loads throughout the day using the PDP Load Payments job (which has no dependencies).
PDP Daily Report Job	Pre-Disbursement Processor	Generates a report showing a summary of the number and dollar amounts (by customer) of the payments that should be picked up the next time a format process is run. The report returns information for payments with pay dates equal to or earlier than today. This report is available in the Reports/PDP directory (accessible via the Batch File lookup), and it can be run after payments are either uploaded via the upload page or extracted using the jobs noted above.
PDP Extract Checks Job	Pre-Disbursement Processor	Creates an .xml file containing information for payments that have been recently formatted and have a disbursement type of Check. By default this job runs immediately upon completion of a Format Checks/ACH process in PDP, so you should not need to run it manually. This file is available in the directory Staging/PDP/Payment Extract (accessible via the Batch File lookup).
PDP Extract ACH Payments Job	Pre-Disbursement Processor	Creates an xml file containing information for payments that have been recently formatted and have a disbursement type of ACH. This job does not automatically run after the Format Checks/ACH process in PDP. This file is available in the directory Staging/PDP/Payment Extract (accessible via the Batch File lookup).
PDP Extract Canceled Checks Job	Pre-Disbursement Processor	Creates an xml file containing information about disbursements that have been canceled in PDP. This file is available in the directory Staging/PDP/Payment Extract (accessible via the Batch File lookup).

Process PDP Cancels and Paids Job	Pre-Disbursement Processor	Sends information back to the Purchasing/Accounts Payable module to update payment requests and credit memos with disbursement information and application statuses when a Payment Request or Credit Memo are canceled. It also updates the Pre-Disbursement Processor Status tab on the Disbursement Voucher document. It also updates the General Ledger Pending Entry table when payments are canceled in PDP. • When a DV is fully approved, extracted and canceled on the same day, the DV Pending entries are deleted from the GL Pending Entry table. • When a payment is canceled after the DV has posted, reversing entries are posted to GL Pending Entry table. Original transaction transaction dates are updated to the create date of the document; reversing entries transaction date are the date they posted. Because this job creates entries, the nightlyOut job has a hard dependency on this job.
PDP Extract GL Transactions Step Job	Pre-Disbursement Processor	This job generates a file with the appropriate General Ledger entries for any payments processed through PDP. This file is called gl_glentry_pdp and is sent to the Origin Entry directory to be processed the next time the GL Nightly Out job is run.
PDP Clear Pending Transactions Job	Pre-Disbursement Processor	Clears the temporary table in which GL entries are stored. It should be run after the PDP Extract GL Transactions Step Job and the GL Nightly Out job run.
PDP Send ACH Advice Notifications Job	Pre-Disbursement Processor	Generates emails to ACH payees based on the values defined as part of the PDP customer associated with the ACH payments. Parameter ACH_SUMMARY_CC_EMAIL_ADDRESSES can be used to add a cc email address to the notifications sent to payees.
PDP Load Federal Reserve Bank Data Job	Pre-Disbursement Processor	Populates the ACH Bank table with values from a file defined in the ACH_BANK_INPUT_FILE and FEDERAL_ACH_BANK_FILE_URL parameters. Note that the system design assumes that your institution will either use this job to populate the ACH Bank table or update the table manually. Doing both—that is, using the job and updating the bank table manually—may result in data entered manually being overwritten.
PDP Inactivate Payee ACH Accounts Job	Pre-Disbursement Processor	Inactivates Payee ACH Accounts associated with inactive vendors or employees.
Format Check ACH Job	Pre-Disbursement Processor	pdpFormatCheckAchJob auto formats all payments due to pay on the day of execution in a batch mode. It functions the same as selecting all customers and options from the Format Checks/ACH screen. The total number and amount of formatted checks and ACH are emailed to the recipients defined in the FORMAT_SUMMARY_TO_EMAIL_ADDRESSES parameter. Payments that have the same vendor id/division number, address 1, country and 5 digit zip will be combined into a single payment.
Format Check ACH By Customer Profile Job	Pre-Disbursement Processor	pdpFormatCheckACHByCustomerProfileJob auto formats all payments due to pay on the day of execution for the selected customer profile defined in the FORMAT_CUSTOMER_PROFILE_ID parameter, in a batch mode. The total number and amount of formatted checks and ACH are emailed to the recipients defined in the FORMAT_SUMMARY_TO_EMAIL_ADDRESSES parameter.