Introduction ACH BATCH. ACH (an Electronic Funds Transfer service referred to as Automated Clearing House) is an optional

Transcription

1 ACH User Guide

2 Introduction Welcome to First Florida Integrity Bank s ACH User Guide. This guide was designed to help you with all your ACH Transactions. Please feel free to contact our electronic banking department with any questions or assistance. You may contact them at: ebanking@ffibank.com or call Contents Create, New or Manual ACH Batch..3 Create Multiple ACH Records...6 ACH Batch Activity Options 7 ACH Search or Batch History.9 Initiate ACH Batch 10 ACH Batch Upload..15 ACH Batch Update Records.16 ACH Tax Payments...18 ACH BATCH ACH (an Electronic Funds Transfer service referred to as Automated Clearing House) is an optional First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 2

3 service in Electronic Banking Cash Management. Creating the New/Manual ACH Batch File 1) Select the Cash Management tab, and then click the ACH link to access the Batch List page. 2) To create a new ACH Batch, from the drop-down menu Create new batch for: select a company for which the batch is to be established. Select Company ( create a new batch for ) is an optional set up for companies with multiple subsidiaries or companies that submit several different file descriptions. To set up different companies, contact the First Florida Integrity Bank s Electronic Banking Department. 3) Enter information as necessary to Batch and choose a SEC Code code from the drop-down menu. Once complete click Submit. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 3

4 ACH Batch Header Fields Batch Name: Enter a unique name for this batch, which can be generic ( Payroll ) or specific ( Payroll ). [Field can be altered] SEC Code: Batch codes are determined in the company s initial set up with the Bank. From those options available in the drop-down menu for your company, choose the appropriate SEC Code : Example: PPD Prearranged Payment and Deposits CCD Cash Concentration or Disbursement CTX Corporate Trade Exchanges Company ID: [cannot be altered] The Tax ID number of the selected company. Discretionary Data: A description of the batch. Entry Description: [cannot be altered] This description, along with the Company Name, will transmit with the transaction. 4) After creating and submitting a new Batch, you will be prompted to enter individual ACH Transaction records. 5) ACH Transaction records - complete the required fields. For multiple records, click Add Multiple or to import transactions, click Import Transactions see next section. 6) The Import Transactions button will only display if the Administrator has selected this option for the User. ACH Transaction Information Fields: Name: Enter the individual s name or company receiving the credit or debit First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 4

5 ID Number: Enter the ID number or the person or company receiving the credit or debit (i.e., individual s Social Security Number, Company Tax ID or Employee Number). Amount: Enter the dollar amount of the transaction (NO commas or decimals) Prenote: Select this option to have the system automatically create a separate $0 prenote batch, which can be initiated prior to the actual batch. Routing: Enter the receiving Financial Institution s ABA (routing) number for the designated ACH transaction. Use the search feature to look up the ABA number if necessary. Account Number: Enter the account number of the receiving party Account Type: Use the drop-down menu to choose the type of account that corresponds to the account number entered. Transaction Type: Choose the type of transaction Credit or Debit Status: If you do not want a particular transaction to be paid with the batch, you can place a Hold on this transaction and still retain the information for the next batch. Quick Add button: Click to enter another transaction Submit button: Click Submit when all transactions have been entered. NOTE: To send the batch to the bank, please refer to Initiating An ACH Batch section. Creating Multiple ACH Records While creating an ACH Batch, if multiple records are needed, click the Add Multiple Records button. Add up to 15 multiple records. 1) Enter the Name, ID #, Routing #, Account #, Type of Account [checking (Chk) or savings (Sav)], Amount and Debit/Credit designator for each transaction. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 5

6 Prenote: Select this option to have the system automatically create a separate $0 prenote batch, which can be initiated prior to the actual batch. Quick Add: Click to enter more transactions (more than 15). Submit: Click to complete the batch. NOTE: To send the batch to the bank, please refer to Initiating An ACH Batch section. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 6

7 ACH BATCH ACTIVITY OPTIONS While in the ACH Menu / Batch List page, choose from the drop-down menu, options View, Download, Edit, Quick Edit, Copy, Update, Delete or Initiate. View: Use this option to view the transaction entered for this batch. Download: Download an ACH summary in.pdf or NACHA format. The.PDF format requires Adobe Acrobat Reader. See Download section for more information. Edit: From the Edit page, you may edit, delete or add a record one at a time in the ACH batch. If the Administrator has selected to grant the User access to Restricted Category Access, then the Restrict Category box will be illustrated. Users may also edit the unique Batch Name and Discretionary data. Click the Cancel button to return to the previous page or select an option from the menu tabs. Do not use the BACK button on your browser. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 7

8 Quick Edit: Permits an edit of multiple transactions - change dollar amount, debit / credit (DR, CR code), hold status (Held box) or prenote status. Click Save to complete the changes. Use the Return button to cancel and return to the previous option or select an option from the menu tab. Copy: When selecting this option from the ACH Batch List account drop-down menu, you can copy an entire ACH batch to another batch. This copy function can be used as a backup for batches should a batch be deleted in error. Example: if you authorize payroll on the 1 st of the month and call it Payroll 01, copy batch Payroll 01 as the backup and call the new batch Payroll 02. Update: Users are able to update the dollar amount of fields within existing batch records. See section on ACH Batch Update Records for more information. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 8

9 Delete: This option will delete the batch from the online Cash Management service. The batch will no longer exist in the batch list for future use. To cancel, use the Return button. Do not use your browser BACK button. Initiate: Use this option to send the batch to the bank for processing. ACH SEARCH OR BATCH HISTORY In Electronic Banking Cash Management, you can Search across all batches for a record or transaction. History search is also available for a range of dates and dollar amounts. 1) Search Records: Search across all batches for an ACH record(s). Choose the Search tab from the ACH menu. Search records by Name, ID Number, Batch (aka Category), Amount, Prenote, or Held. (i.e. type in a name, then click Search, all batches with that name in it will appear in your search results). Search Results allow you to make changes or delete transactions within a particular batch, versus searching through each batch one at a time. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 9

10 Batch History Search: Search for specific batches with a range of dates and dollar amounts. Choose the Batch History tab from the ACH menu. When this option is selected, the system will display a listing page of all batches initiated for the past 7 days (default setting). Other time frames available including a search option, 15 days and 30 days. INITIATE ACH BATCH A batch can be initiated from Ready or Uploaded status. If the batch is not in balance (debits equal credits), the Initiate option will not be available. [Note: Batch will appear in red when not in balance.] Option 1~ Initiate: Initiate the batch by selecting Initiate from the ACH Batch List drop-down menu. Restrict Batch: Select the Restrict Batch if the batch is to be restricted to certain Users or Administrators. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 10

11 Select Effective Date: Select Date to initiate the batch using the drop-down menu. The batch can be initiated up to 14 calendar days before the Effective Date. The dates illustrated are driven by the bank s main system and will block non-available days (non business days or bank holidays). When a User initiates a batch, use the effective date drop-down date selector to pick the day to effective date the batch. The date selector will roll to the next business day once the bank s ACH processing time has passed. This function is also enabled with Quick Initiate. Reset amount to $0.00 after processing batch box: Choose the Reset amounts to $0.00 after processing batch if the dollar amount of the next transaction is undetermined when editing the next batch. Initiate: Click Initiate after all information has been entered in the appropriate fields. Return: To cancel the page, use the return button. Browser Back button may not show the previous page in a secure environment. Confirmation Number on Batch List Page: After batch has been initiated, a system message will display an initiated batch confirmation number. Status will change to Initiated. Quick Initiate will display a different message see section on Quick Initiate. Processed: After the bank processes the batch, the status will change to Processed. The next business day the batch status will return to Ready and the batch can be edited or initiated. Option 2 ~ Quick Initiate ( Initiate Selected button): From the ACH Batch List page a feature noted as Quick Initiate can be chosen. Use Quick Initiate when a batch has a Ready / Uploaded status, and the Effective Date and Reset Records can be edited before processing. Quick Initiate permits more than one batch to be initiated at a First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 11

12 time. To designate a batch (or batches) to begin the Quick Initiate, click the box to the left of the batch Status. If the batch is not in balance (debits equal credits), the Quick Initiate option will not be available. After a batch is designated, click the Initiate Selected button for Quick Initiate. Apply Effective Date to ALL records? If all the batches chosen in Quick Initiate have the same Effective Date, click the box Apply Effective Date to ALL records above the Quick Initiate bar and select the appropriate date from the drop-down menu. Effective Date: If each batch chosen in Quick Initiate will have different Effective Dates, use the Effective Date option next to each batch (drop-down menu). Initiate: Click Initiate after all information has been entered in the appropriate fields. Cancel: To cancel the page, use the cancel button. Browser Back button may not show the previous page in a secure environment. Quick Initiate Confirmation #: After the batch has been Quick Initiated, a system message will display Successfully initiated the following and the confirmation number will be illustrated under the appropriate column. Company Administrator may turn the Confirmation notification off under Options Display. Items to Note: To successfully initiate a batch, the batch MUST be in balance (debits equal credits). If the batch is not in balance, the Initiate option will not be available. Do not delete a batch that is in Initiated Status. If the batch is deleted before it returns to a Ready status, the bank will not receive the batch and the batch will not be processed. The batch will return to Ready status the day after the batch is initiated and processed. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 12

13 Option 3 ~ Uninitiate: If an error is found in a batch after a batch has been initiated, the batch can be uninitiated prior to Processing. This uninitiate process will retrieve the file from the Bank and reset the status to Ready. Please re- initiate batch after corrections are made. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 13

14 Once the status has changed to PROCESSED the file cannot be uninitiated. Uninitiate Page Confirmation Batch uninitiated First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 14

15 ACH BATCH - UPLOAD 1) Select the Upload link from the ACH menu. While the file is uploading, you can do other activities in Electronic Banking Cash Management Business. 2) Follow the instructions to upload your NACHA format file. From the upload option, the Non- NACHA file formats are not available. File Name: Enter the file name/path or browse for the NACHA formatted file from your computer or network to upload then click Upload. File Status: To check the status of the ACH file upload, click File Status from the menu bar. When the upload is complete, the ACH Batch will be the last batch displayed on the batch listing page. (Only files in NACHA format can be uploaded from other software). Once the Upload function is complete, refer to the Initiating an ACH Batch section for further instructions. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 15

16 ACH BATCH UPDATE RECORDS 1) Company Administrators must enable Users access to this function before the batch can be initiated. 2) Users are able to update the dollar amount of fields within existing batch records. From the dropdown menu, choose Update. Match existing batch records to an imported file entry. Once matched, this function updates only the transaction amount(s). Not available to batch types with - prenotes and tax payments. 3) ACH Transaction Update File Types: Available transaction update types: Tab-Delimited, Space- Delimited, Comma- Delimited and Fixed Position. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 16

17 4) Once the file type has been selected, the screen will redisplay with the appropriate Field Types for each field position (ID Number and Amount). NOTE: The most recent ID Number and Amount positions will be saved for future use and the system will default to these positions anytime the corresponding file type is selected in the future. The batch the User is updating is also indicated. 5) Select File and upload. Once the upload is completed, the system will display the Upload Status screen with the results of the update. To View Details choose the File Status option on the menu bar for Total Records Imported and Total File Dollar Amount. First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 17

18 ACH TAX PAYMENT Federal Tax Payment 1) In the ACH menu choose the Tax Payment tab. A generic Add Tax Payment page will display. To create a Federal Tax Payment through ACH, using the Pay to drop-down menu, choose Federal and another screen will appear for Federal Tax information. Federal Tax Payment page 2) Federal Tax Payment fields: Category: Enter a unique Batch Name or Number for this tax payment. Pay to: Displays the various tax payment options Federal and Arkansas. Company Name: Using the drop-down menu, choose the company for which the tax payment applies. Tax Code: From the drop-down menu select the Federal Tax payment type. Taxpayer ID: Enter the Company s Tax ID Number (do not include dashes or slashes). Payment Amount: Enter the amount of the tax payment. Pay from Account: Using the drop-down menu, select the account to debit the tax payment. Receiving Institution: Click on the Lookup link to select the Bank that receives Federal Tax Payments for your region. When the bank is chosen, the Receiving Routing Number and Receiving Account Number fields will automatically populate. Receiving Routing Number: This will automatically fill in when the Lookup link is used under the Receiving Institution. Receiving Account Number: This will automatically fill in when the Lookup link is used under the Receiving Institution. Tax Period: Enter the Tax Period for which you are making the payment. Enter 2 digits month and 2 digit year. For use with Tax Code Employer s Quarterly Tax Return First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 18

19 Tax Information ID Amount: The Social Security portion of the payment. Tax Information ID Amount: The Medicare portion of the payment. Tax Information ID Amount: The Withholding portion of the payment. Click Submit to complete the entry or Quick Add to add another Tax Payment. The ACH Batch List page will display after Submitting the Tax Payment. The message successfully added Tax Payment will display. Complete: You must initiate the batch to the bank for processing (see Initiate ACH Batch section). First Florida Integrity Bank ACH User Guide - Revised 8/23/2013 Page 19