SuccessWare21 has the ability to create a text export file
of agreement receivables. This file can
be uploaded to a participating bank for processing of the payments by Automated
Clearing House (ACH) transfer. In
the Account Register, individual bank register accounts can be enabled for
exporting of agreement payments to a text file.
The following formats are available:
- Citibank US DirectPay
- Citibank Canada DirectPay.
Before you attempt to use the ACH export, make sure your bank supports a flat text file format for ACH processing.
To configure your bank account for ACH payment export:
· Open the Account Register
· Select the account dropdown button
· Press CTRL+Enter to edit account registers
· Select the bank account you want to configure.
· Select a Debit Export Format from the dropdown. Selecting a format enables the account for exporting ACH payments.
· Make sure you also enter your bank account number and routing number.
To enable ACH export processing of agreement invoices:
· Open Company Setup (Select “21” Main Menu button | Setup | Company Setup).
· Select the “Module Configuration” tab.
· Check the “Agreement ACH Export Enabled” checkbox.
Prepare and send a test file to your bank for validation.
· From the Agreement Manager right-click and select “Export ACH Transactions…" to access the ACH Export Form.
o
Click on the “Test” button to generate a test
file.
For each customer that will be paying their agreements by ACH funds transfer:
·
For new and existing agreements ensure the
payment method has a payment type of “FundsTransfer”
and that a valid checking account and routing number are filled in.
·
For periodic invoices that have already been
generated open the invoice and click the “Apply Pmts”
button.
·
Select your “FundsTransfer”
payment method and fill in a valid checking account and routing number.
·
After the account information is entered it will
be masked showing only the last four digits of the account number
o
To enable unmasking of account numbers the user
must have the ability set in user groups. This option can be found in User
Group Setup on the ‘Receivables’ tab named “Unmask Payment References”. Note that allowing this ability will also
allow the user to unmask credit card numbers if you are storing credit card
numbers.
ACH
export is managed from the Periodic Invoices view of the Agreement
Manager. From the Agreement Manager,
after creating your invoices from the Billings Due view…
· Select the Periodic Invoices button.
· Enter invoice dates and any other criteria to list agreement invoices.
· Filter by the “EFT” button.
· Right-click and choose either “Mark all paid” or to mark a single, highlighted invoice choose “Mark this paid/unpaid”.
· Each invoice that is marked as paid will be assigned an ACH Transaction ID. The ID can be viewed in the “ACH Trx ID” column of the periodic invoices grid.
· When marking a paid invoice as unpaid a warning message will be shown if the invoice has already been exported for ACH transfer.
· It is advised that you do NOT Post invoices at this time, but wait until the bank has processed your exported file.
From the Agreement Manager right-click and select “Export ACH Transactions…" to access the ACH Export Form.
· First choose the bank account were funds from the ACH transfer will be deposited. The bank must have an ACH Export format set.
· Select the export type,
o New Transactions – This is the normal export mode that will export new payments that have been entered since the last export.
o Transaction ID – Re-exports a single transaction. Enter the transaction ID for the payment you wish to re-export.
o Batch Number – Re-exports an entire batch. Select the batch number from the lookup for the batch you wish to re-export.
· File Name – A new filename will be generated each time you export. The format of the file name is ACH(R/P) RegisterAccountNo BatchID.txt, e.g. “ACHR Checking 20110726-113501.txt”
o You will need to use a file path that you can locate later on in order to be able to easily find the file and send to your bank.
o ASP users: You will want to select a file path on your own local hard drive for easy access later on.
o For subsequent exports, the file path will be pre-filled using the folder to which you last exported. Select the “Browse” button if you want to browse for a new folder.
· Status/Message – Below the File Name is status information showing statistics regarding number of items to export.
· Batch ID – The Batch ID is used to identify the transactions exported as a group. The batch ID is comprised of the current date and time in the format YYYYMMDD-HHMMS, e.g. “20110726-113501”
· Buttons
o Test – Creates a test file for submission to your bank for verification.
o Apply– Calculates number of transactions to export based upon the export type selected, generates the Batch ID, and generates the file name. Number of transactions that will be exported is displayed in the status text box.
o Preview – Click this button to review detail of items that will be exported based upon the export type entered.
o Export – Click this button to create the text file.
o Cancel – Click this button to cancel and return to the Account Transaction Review.
Submit the exported file to your banking institution. Banks will normally process ACH transactions overnight.
Note: Contact your bank representative for details regarding procedures for submitting your exported text files.
After the bank has processed, reconcile any failures and post invoices.
· In the Agreement Manager, select the Periodic Invoices button.
· Enter invoice dates and any other criteria to list agreement invoices.
· Filter by the “EFT” filter button, and “UNP” (unposted) filter.
· For any transactions that failed processing, select the periodic invoice and Mark Unpaid. Contact the customer to correct the bank/routing number, or to obtain an alternate method of payment.
· Once all failed transactions have been marked “Unpaid”, you may post the successful payments.
· Select the “PD” (paid) filter, right-click and select Post All Invoices.