- EFT SYSTEM SETUP:
EFT SYSTEM SETUP:
If User Controls are enabled in your system, the first step is to determine which Users should have access to setting up EFT banking data for Vendors. In the User Control 6 screen, an EFT enabling control appears as follows: Allowed To Edit Vendor EFT Data. If set to “Y” for yes, this control grants access to an EFT Data button in Vendor Maintenance.The next step is to complete setup of Vendor EFT Data in the Vendor Maintenance module. Users with permission will see an EFT Data button at the top of the Vendor Maintenance screen for each Vendor. When you click this button, a Vendor EFT Data Maintenance box will appear as follows:
Complete the banking setup information in the fields provided. The Bank Name is not required, but recommended in the event your Vendor ever changes banks to assist in needed updates. The Routing Number and Account Number will be provided to you by the Vendor—these fields must be identical to the bank’s data. The Routing Number should be 9 digits. The Export Format should be NACHA for U.S. and CPA for Canada. The Account Type must be correct in order for the bank to accept any transfers. Click the Save button to keep your data.
The final setup will be completed in the G/L Account Maintenance/Inquiry module. In that screen, you will see an EFT Data button at the top right that appears as follows:
Here you will need to identify any G/L Accounts used for EFT payments via this module. When you enter an Account Number that is also identified as a Bank Account, the EFT Data button will become available. When you click on that button, a General Ledger EFT Data Maintenance box will appear as follows
The Account Number is your bank account number. The Origination ID and Financial Institution ID field data should come from your bank’s ACH Department. The same goes for Canadian customers on the Destination Data Centre field. Leave the EFT Number and Next Check/Seq fields with the default settings. Be sure to click Save to keep the data. For existing Account Numbers with history, you can view that history via the box above by clicking the View History button.
RUNNING EFT TRANSFERS:
Once setup is complete, the first thing you need to do is access the Payment Selection module to perform a trial run to only test the EFT set up. Click the Only Show EFT Vendors box to proceed. Select a couple of Open Items for an EFT Vendor that has been setup based on instructions above. Again, this is only to test. The next step is to access the Print Checks module—be sure to select a PDF Printer for testing purposes. Select the EFT Export radio button, and then make sure the GL Account field is set to an EFT Bank Account. The screen should look much like the following:
The Starting Wire # is the EFT equivalent of a check # and will automatically advance with each EFT Transfer. When live, the Effective Date may be advanced to a future date, but can never be less than the default date of the following day. Click Run to start the TEST. This will generate two pages: one is similar to a check stub for each Vendor payment and the other is a text file that is for uploading to the bank. Save the bank file with a name that includes the run date. The Vendor file will display like the system laser checks in the stub/check/stub format. This can be given to Installers to act as a pay stub if any are set up on EFT.
At the Did Check Print OK? prompt, click NO for the test only! Send the test file to your bank. (Most banks will provide you with ACH test information needed for their ACH Dept.) Please Note: When live, the text file must be sent to the bank right after the EFT Transfer to ensure it goes through and because of the requirement of the Effective Date being at least one day after the current date. You may be able to do this online. Contact your bank’s ACH Dept directly regarding questions on any information they need from your business.
Once the bank verifies proper setup, you will be able to run live data. You can now finish setting up your remaining EFT Vendors. You need to do separate runs for EFT Transfers. Standard check printing should be done completely separate.
For live EFT Transfers:
- After clicking the Run button you will get the standard “Printing Complete” followed by the question asking if the checks printed correctly. If you Did Not get both files, they did not print correctly and you should answer NO, otherwise select YES.
- After saving the text file, it must be uploaded to the bank to complete the transaction. If for some reason you did not save the file, a copy is also saved locally in the acuthin folder.