Business e-cash Manager Plus Automated Clearing House (ACH)

Transcription

1 Business e-cash Manager Plus Automated Clearing House (ACH) 1 Welcome to the Business e-cash Manager Plus WebEx training on Business ecash Manager Plus s ACH Module. 1

2 Table of Contents i. Add ACH Profile Select Profile Type General Tab Approval Structure Tab Method and Accounts Tab Schedule Tab Transaction Tab ii. Approve A Profile iii. Modify A Profile iv. Delete A Profile v. Creating Payments vi. Approving Payments vii. Passthru File viii. Reports Add reports Modify reports Deleting reports View Reports 2 When setting up an ACH profile, there are many steps that need to be addressed. We will cover each of these steps in greater detail to help you become comfortable with adding and maintaining profiles as well as submitting your live transactions. You can find all this information included in your Quick Reference Card. 2

3 Add ACH Profile Select Profile Type 3 1. Select the ACH Tab in the navigation bar, choose Maintenance from the options presented. The ACH: Profile Summary page is displayed, containing a list of currently set up profiles. 2. Click to display the Select Profile Type page. 3. Click at the right of the Payment Method field to display the list of available payment methods. Select the appropriate payment method. Note: If Tax is the Payment Method selected, the screen will be represented with the addition of a Tax Agency field. Click at the right of that field and select the entity to which payments created from this profile are to be directed. 4. Click to proceed. The ACH: Add Profile for (Profile Type Name) page is presented. 3

4 Add ACH Profile General Tab General Tab 1. In the Profile Name field, enter a value that will identify the profile. For example, if you are setting up the Profile for your employee's payroll name the Profile "Payroll". 2. The value in the Description field is used to further identify this profile to users when they create payments. 3. The Start Date field will automatically populate with the current date. This date is the day the profile becomes available for use. 4. If you wish to set a specific number of times that a profile may be used to create a payment, enter that value in the Maximum Executions field. 5. The Discretionary Data should be left. 6. Enter a value in the Company Entry Description field. This value (1-10 characters) is sent to the receivers of transactions and should identify the reason for this transaction. For example, if this is a payroll item, the value should be PAYROLL. 4

5 Add ACH Profile General Tab (Cont) General Tab (Cont) 7. Click the box next to the Confidential field if the payments created from this profile are to maintain confidential to other users. 8. Click the box next to the Prenote Required field. This will send Prenotes prior to sending live dollar transactions on new or changed transactions. 9. Click the box next to the Notify Receiver by field if you wish to have an notification sent to the transaction recipient. If this option is selected, the Receiver Subject and Receiver Message boxes will auto populate with a system defaults. 10.Click the box next to Hold Zero Dollar Records to ensure that any line item on the transaction tab with an active status and a zero dollar amount does not process through the system. Users Section 11.Entitle user(s) with access to the ACH module the ability to create payments. Click the Create Payment box in the row of the specific user to give that user permission to create a payment. 12.Depending on the security structure (number of approvers, levels, etc.) established for this profile on the Approval Structure tab, you may choose to assign additional rights to this user. Click at the right of the Level field and select the appropriate value for the level being assigned to this user, None, Level 1, or Level 2. 5

6 Add ACH Profile Approval Structure Approval Structure Tab Use this tab to set up the approval criteria for transfers created based on this profile. If no approval is to be required, skip the steps associated with this tab. 1. In the From and To fields, enter the lowest and highest dollar amounts for tiers upon which approvals are to be based. If you wish to maintain a single tier, leave the 0.00 To Maximum default. 2. In the Required Approvers field, click the icon to access the list of values that represent the number of approvers to be required at each tier. Click on the appropriate value for that tier to auto-populate the field. 3. In the Level 1 and Level 2 fields, enter the number of approvers from each approval level that will be required to complete the payment approval process. 6

7 Add ACH Profile Methods and Accounts Tab Method and Accounts Tab 1. Click at the right of the Account field to display the list of available "pay from" accounts. Click the appropriate account to auto-populate the field. The Company field will auto populate. 2. The Payment Method field displays the method associated with the Profile Type established when you started to build the profile on page 3 of these instructions. 3. The value displayed in the Payment Type field ACH (Automated Clearing House), auto populates and is for informational display purposes only. 7

8 Add ACH Profile Schedule Tab Schedule Tab Use the Schedule Tab to set up automatic, unaltered, recurring payments based on this profile. 1. In the Frequency field, click the icon to display a list of values that represent the frequency with which payments based on this profile will be queued for processing by your financial institution. Valid values include: Daily Weekly - If selected, you must also select the Day of the Week on which the payment will generate in the Generate Date field Biweekly - If selected, you must also select the Day of the Week on which the payment will generate in the Generate Date field Semimonthly - If selected, you must also select the Days of the month on which the payments will generate (1st and 16th, 2nd and 17th, etc.) in the Generate Date field Monthly - If selected, you must also select the Day of the month on which the payment will generate in the Generate Date field Quarterly - If selected, you must also select the Day of the month on which the payment will generate in the Generate Date field Yearly 2. In the Submit From field, indicate the date on which the system should begin generating payments based on this profile. 3. In the Submit Until field, indicate the date on which the system should stop generating payments based on this profile. 4. Except On Section -- If automatically recurring transfers should not be generated on a Holiday, and/or a Non-business days (as determined by your financial institution), click the appropriate field. 5. Substitue Day Section -- Select the day(s) to be used as substitute day(s) if the creation of a scheduled transfer falls on an Exception day. Click the appropriate option: Next Business Day - Next business day following the holiday/non-business day Previous Business Day - The first business day preceding the holiday/non-business day Skip Payment - Do not create the payment if scheduled on a holiday/non-business day 8

9 Add ACH Profile Transaction Tab Transaction Tab 1. The table on the Transaction Tab contains a Transaction Summary, listing all of the transaction records associated with this profile. If this is the first transaction being entered, the list will be empty. In the upper right section of the page, a recap area displays information regarding this profile. The information listed in this recap includes: Active - The number of, and cumulative dollar total for active (available for processing) transactions in this profile Hold - The number of, and cumulative dollar total for transactions in this profile that are currently on hold (not available for processing) Prenote - the number of and cumulative dollar total for transaction in this profile currently on Prenote Hold (not available for processing) Total - The total number of transaction (all statuses) currently in this profile, and their cumulative dollar total. 2. Click to display the Add a Transaction page. 3. In the Receiver Name field, enter the name of the entity to which the action initiated by this transaction will be applied. 4. Enter the Identification Number of the entity entered in the Receiver ID field. 5. In the Receiver A/C Number field, enter the receiving account number (the account held by the entity entered in the Name field). 6. Click at the right of the Account Type Role field, and select the value that represents the type of account (Checking, Savings, etc.) to which this transaction will settle. 9

10 Add ACH Profile Transaction Tab (Cont) Transaction Tab (Cont) use the scroll option to see the remaining fields 7. Enter the receiving financial institution's RT (Routing Transit) number in the Bank R/T field. 8. In the Amount field, enter the dollar value of the transaction being added. You may enter 0.00 if the amount for the transaction being added is changed each time a payment is created from this profile. In the case of Tax payments, this field is auto-calculated, based on the dollar amount(s) assigned in the addenda associated with the transaction. 9. Click at the right of the Status field to set the status of the entity entered in the Name field. Available options are: Active, Hold, Prenote, Hold Until 10. If in step 4, the selected Profile Type was CCD - Corporate, the Transaction Type field is displayed. The value in this field determines if the action initiated by this payment is a debit or credit (to the receiving account). The options available for this field depend on the Profile Type selection made in step 3 of these instructions. If the Profile Type is Direct Deposit, or Cash Disbursement, the Transaction Type defaults to Credit if Preauthorized Debit or Cash Concentration, the Transaction Type defaults to Debit, and the field is not displayed. 11. If the payment method selected is one requiring the set up of addenda (Tax, CCD+, etc.), click the Addenda button at the far right of the transaction record to access the appropriate Addenda page. Tax Addenda Page Child Support Addenda Page CTX Addenda Page Repeat for any additional transactions to be added. Click to save the profile 10

11 Approve a Profile 11 Approve a Profile Prior to its use in creating ACH payments, newly added or edited profiles may require approval (Pending Approval Status). If this is a requirement of your system, the approval must be completed by an authorized user other than the user who added or edited the profile. To approve an ACH Profile: Select the ACH Tab in the navigation bar, choose Maintenance from the options presented. The ACH: Profile Summary page is displayed, containing a list of currently set up profiles. Click on the record representing the profile to be approved (Pending Approval status) to select it. Right click the record and select the Approve option from those presented. The selected record's status will change from Pending Approval to Active. It may now be used to create payments. Repeat for any other Profiles requiring approval. Profiles in Pending Approval status must be approved by an authorized user other than the profile creator/editor, prior to their use in creating payments. 11

12 Modify a Profile 12 Modify a Profile Select the ACH Tab in the navigation bar, choose Maintenance from the options presented. The ACH: Profile Summary page is displayed, containing a list of currently set up profiles. Highlight the record that represents the profile to be modified and click, or right click the record and select Modify from the options presented. The Modify Profile for (Profile Name) page is displayed. Fields available for edit within each tab are: General Tab -- The majority of the fields are available for maintenance on the General tab. The Profile Name field is NOT able to be modified. Should you wish to rename the profile, you will need to create a new profile. Transaction Tab All fields are available for modification. Method and Accounts Tab This tab can not be modified. Should you wish to change the account you will need to create a new profile. Schedule Tab All fields are available for modification. Approval Structure Tab All fields are available for modification. Click after completing your edits to save the changes and return to the ACH Profile Summary page. Profiles may be placed in Pending Approval status, and must be approved by an authorized user (other than the creator/editor). Refer to the Approve an ACH Profile Help Topic. Click to exit without saving your edits/changes. 12

13 Delete a Profile Delete a Profile Select the ACH Tab in the navigation bar, choose Maintenance from the options presented. The ACH: Profile Summary page is displayed, containing a list of currently set up profiles. 1. Highlight the record that represents the profile to be deleted and click or right click the record and select Delete from the options presented. 2. The Delete Profile Warning dialog is displayed. Click OK to complete the deletion of the selected profile. The ACH Profile Summary is re-displayed. The record selected for deletion has been removed from the list. Click Cancel to quit without deleting the selected profile 13

14 Create an ACH Payment Select Profile 14 To add an ACH Payment: Select the ACH Tab and choose the Create Payment option from the list presented. The ACH: Select Profile page is displayed. Click at the right of the Profile field to display the list of available Profiles. Click on the appropriate profile name (for the payment being created) to auto-fill the field. The remainder of the fields are populated based on the selection made. Click to proceed. The General tab is displayed. The information contained in the selected profile auto-populates the static fields on this page. 14

15 Create an ACH Payment General Tab 15 General Tab In the Effective Entry Date field, enter the date on which the transactions contained in this payment should settle in their respective receiving accounts. Click to use the browse date function to select an appropriate date for this field. You may accept the date which is defaulted if it is appropriate for the processing of this payment. The remainder of the fields on this tab are auto-filled, based on the information contained in the profile. 15

16 Create an ACH Payment Transaction Tab 16 Transaction Tab Click the Transaction tab. The information displayed is based on the profile selected. If there are transactions in this payment that you wish to hold from payment during this payment cycle, change the status of those transactions by clicking to the right of the Status field to display a list of appropriate options, and choosing Hold. Those marked as held will not be included in this payment. You may also mark selected transactions to be prenoted, if required, by following the same steps outlined above, but substituting the Prenote option. When saved, the system will create and process a prenote transaction for those so marked, placing the transactions on prenote hold for 6 business days. These transactions will not be included in the live payment being processed. In addition, you may also modify or add transaction data by following the same steps in creating the profile. You may complete the create process if the payment is ready for submission by clicking the Submit button. You will be required to enter a secondary authentication. Push the button on your token to obtain a new pass code and enter it into the system. Click OK to complete the transmission. 16

17 Pending Approval -- Approve a Payment 17 Pending Approval -- Approve a Payment If secondary approvals are required for ACH validation, the approver should access the ACH module and follow the instructions below: Click Approval on the menu in the ACH module. Click on the ACH transfer to be approved. Click to view and approve transfers, or click to approve only. An approver may not approve an ACH that he or she has modified. The approver will be prompted to enter a security code from the physical token security device. Once entered, click OK. Click OK to return to the ACH Transaction Summary screen. 17

18 Pending Approval Modify the Payment 18 Pending Approval Modify the Payment From the ACH Summary screen, highlight the record that represents the payment to be modified and click, or right click the record and select Modify from the list of options presented. The Modify Payment for (Payment Type Name) page is displayed. Make the required changes to the selected payment on either the General or Transaction tabs. You may use the Status/History tab to review historical data regarding the selected payment. Modifications may be made to the Effective Entry Date on the General Tab. The Status and Amount fields are the only fields that are permitted to be modified on the Transaction tab. You can, however, add additional transactions if you should need to at this point. Click Submit to complete the modify process and return to the ACH Summary page. The saved record is again queued for the next step in processing. Click Cancel to exit the Modify page without saving your changes/edits. 18

19 Pending Approval Delete the Payment 19 Pending Approval Delete the Payment Select ACH from the navigation bar. Select the Summary option from the list presented. Highlight the record that represents the payment to be deleted and click, or right click the record and select Delete from the list of options presented. The selected payment is deleted from the re-displayed summary list, and is no longer queued for processing. 19

20 Passthru File Submission 20 ACH Passthru File Submission This option may be used to submit a fully validated ACH formatted file, created in another application, to the financial institution for processing. To use the ACH Passthru Utility: Select the ACH Tab in the navigation bar. Choose Passthru from the options presented. The File Selection dialog is displayed. Enter the path and filename of the ACH file to be "Passed-thru" in the field provided. Or you may use the Browse button to select the location and name of the file to be submitted. Click the Submit button to move the file to the financial institution. 20

21 Passthru File Submission (Cont) 21 ACH Passthru File Submission (Cont) If the file passes the ACH validation, a file successful message is displayed on the screen. If errors are encountered during validation, a report of the errors including the type of error and the line number of the erroneous record is displayed. The send process will stop, and you will be given the opportunity to correct the errors (in the creation application). Once the errors are corrected, the process may be restarted. There is no secondary approval authorization required on passthru files. NOTE: The system will also check to ensure that the dollar values of file/batches being passed through are within the Customer and User limits established for PassThru processing. Amounts that surpass the established limits will be rejected. 21

22 Reports Report Summary 22 Reports -- Report Summary The Reports option gives you a completely flexible way to customize the reporting process so that it fits your organizational/operational needs. You add reports to the system containing the criteria/data you wish to see. Add summary and/or detail reports that include as little or as much information as you require. Select the Report option under the ACH tab. The ACH Report Summary page is presented. If this is the first time you have accessed this option, or if no reports are currently set up on the system, the Summary will be empty. If reports have already been established, the list presented contains information including Report Name, Report Type, Report Description, and the name of the user who created the report. Click to access the Create Report page. 22

23 Reports Create a Report Reports Create a Report 1. Report Type Section - Click the radio button next to either the Summary or Detail option, depending on the level of information to be included in the report being set up. If the Summary option is selected, the report will display general information about the selected payment(s). If Detail is chosen, the report will include the transaction detail for the selected payment(s). 2. Report Identifiers Section - In the Report Name field, enter a value that will help identify the report when you want to access the associated report. In the Report Description field, enter a short descriptive phrase that will further identify the report when accessing it from the Reports Summary list. 3. Report Filters Section - In this section of the page, set up the filters that will determine what data will be included in the report being set up. Be as specific as you wish, as many additional reports may be set up to capture other available/required information. The Filter column contains the items that may be included in the report being added. The Qualifier column allows you to choose the conditions you wish to assign to the associated filter, and in the Value(s) column, you enter the specific data for the selected filter and qualifier. 23

24 Reports Create a Report (Cont) Reports Create a Report (Cont) 4. Page Setting Section If your report type is set to detail, the option to choose a page setting becomes available. Click the radio button next to Continuous Report to set the report to flow between payments. If you would like each payment to begin a new page, choose New Page Per Payment. 5. Report Sort Section -- Click at the right of the Sort By field to access the list of values which will determine the order of the information presented in the report being set up. The valid values include all of the filter values listed in the Filter column. Click on the value to be used to determine sort order. Click the radio button next to either Ascending or Descending to choose the chronology of the displayed information. In the first Then By field, choose a secondary sort option by repeating the selection steps outlined for "Sort By". In the second Then By field, choose a third sort option by repeating the selection steps, or leave blank if another sort is not desired. 6. Click the Preview button to see a sample report. Close the preview. If all of the data displayed is as you want it, click Save. If you wish to make changes to the report set up, do so at this time. Then either click Preview again to verify the changes, or click Save to complete the set up process. The new report record will be displayed in the Report Summary. Repeat this process for any other report(s) you wish to set up. Additionally, you may use the Model option to create a report that is similar to an existing report. Highlight the record you wish to use as the model and click, or right click the record and select the Model option. Make changes to the existing set up as required, click Save when all edits have been completed. The new report record is displayed in the Report Summary. 24

25 Reports Model a Report 25 Reports Model a Report Additionally, you may use the Model option to create a report that is similar to an existing report. Highlight the record you wish to use as the model and click, or right click the record and select the Model option. Make changes to the existing set up as required, click Save when all edits have been completed. The new report record is displayed in the Report Summary. 25

26 Reports Modify a Report 26 Reports Modify a Report Select the Report option under the ACH tab. The ACH Report Summary page is presented. The list presented contains a record for each report definition currently set up on the system, with information that includes Report Name, Report Type, Report Description, and the name of the user who created the report. Highlight the record of the report definition to be modified and click to access the Modify Report page. Alternately, you may right click the record and select the Modify option from the list presented, to access the Modify Report page. Make the required changes to the definition fields. You may click to view the report setup before saving you edits. Close the report preview when finished. You are returned to the Modify Report page. If additional edits are required, complete them. When all edits are completed, click Save. All edits will be save within the report definition, and be reflected in the next call of this report. Click Cancel to return to the Summary page without saving any edits/modifications. 26

27 Reports Delete a Report 27 Reports Delete a Report Select the Report option under the ACH tab. The ACH Report Summary page is presented. The list presented contains a record for each report definition currently set up on the system, with information that includes Report Name, Report Type, Report Description, and the name of the user who created the report. Highlight the record of the report definition to be deleted and click, or right click the record and select Delete from the options presented. The Delete Profile Warning dialog is displayed. Click OK to complete the deletion of the selected report definition. The Report Summary is re-displayed. The record selected for deletion has been removed from the list. Click Cancel to quit without deleting the selected profile. 27

28 Reports View a Report 28 Reports View a Report Select the Report option under the ACH tab. The ACH Report Summary page is presented. Highlight the record that represents the report you wish to view/print and click. Alternately, right click the record and click the Preview option from the list presented. The report will be displayed on the screen. Use the print option, if you wish a hard copy of the report. Once review or printing is completed, close the report and return to the Report Summary. Repeat for any other report you would like to review/print. 28

29 For additional information or specific questions, please contact Cash Management Support at Support Hours: Monday-Friday 7:30 AM - 5:30 PM (EST) 29 29