SuccessWare21 has the ability to create a text export file of debit payments. 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 debit 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. Before you export you will need to get bank account numbers and routing numbers for each vendor you wish to pay by ACH.
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
· Navigate to the bank account you want to configure.
· Select a Debit Export Format from the dropdown. Selecting a format enables the account for exporting debit payments.
· Make sure you also enter your bank account number and routing number.
Prepare and send a test file to your bank for validation.
· Open the Account Register
· Select the bank account that you wish to use for transfers.
· Right-click and select “Export ACH Transactions…" to access the ACH Debit Export Form.
o Click on the “Test” button to generate a test file.
For each vendor that will be paid by ACH funds transfer:
·
Open Vendor Account Details
·
Select the debit queue radio button to indicate
that you want invoices for this vendor to appear in the debit payment queue,
rather than in the check payment queue.
·
If you would like remittance information for any
debit payments made to this vendor to be sent via email, enter a Remit Email address.
·
Check the “ACH Export Enabled” checkbox.
· Fill in the vendor bank account information
o Account Number
o Routing Number – This is always an 8 or 9 digit 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 ‘Accounting’ tab named “Unmask Vendor Bank Account”.
From
the Payables Manager:
· Select Pay Bills.
· At the top of the Pay Bills form, select the Debit radio button. Bills for vendors that are normally paid by Debit payment will be listed.
· Choose the bills you wish to pay.
·
Click on the Pay button to open the Debit Queue
The Debit Queue will show transaction numbers on payments for vendors that are enabled for ACH export. Manual debit payments have no transaction numbers.
Within the Debit Queue:
· Double click on a payment to toggle it from ACH Export to Manual debit, double click again to toggle it back.
· Report button – Prints a report of the listed payments.
· Post button
o Posts the transactions.
o After the transactions are posted, if there are any vendor with a Remit Email Address, you will be prompted to email remittances.
o After emailing any remittances, if there are any remaining that have not been printed or emailed, you will be prompted whether you want to print them.
The Make Payment form will create an ACH export transaction if:
· The vendor is export enabled.
· The register account has an ACH export format set.
· The Debit (Export) radio button is selected.
To switch between Debit Export and a Debit manual transaction use the right click menu option of “ACH Export Enable”.
The Apply Payments form will create an ACH export transaction if:
· The vendor is export enabled.
· The register account has an ACH export format set.
· The Debit (Export) radio button is selected
To switch between Debit Export and a Debit manual transaction use the right click menu option of “Change Debit Type”.
It is recommended that transactions are batched and exported once a day.
In the Account Register / Transaction Review, select the bank account that you wish to export. Right-click and select “Export ACH Transactions…" to access the ACH Debit Export Form.
· 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 RegisterAccountNo BatchID.txt, e.g. “ACH 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. Contact your bank representative for details regarding procedures for submitting your exported text files.