UMB Web Exchange. User s Guide. Chapter 6 -- ACH

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1 UMB Web Exchange User s Guide Chapter 6 -- ACH

2 UMB Web Exchange User Guide for ACH Version 1.1 CONFIDENTIAL INFORMATION This manual contains proprietary and confidential information of UMB Bank ( UMB ) and was prepared by the staff of UMB. This manual may not be reproduced or disclosed to others in whole or in part without the written permission of UMB. Permitted reproductions shall bear this notice and the UMB copyright notice. Users of this manual acknowledge the rights of UMB Bank in the contents and agree to maintain this manual and its contents in confidence. UMB Bank, n.a UMB Bank, n.a. All rights reserved.

3 Table Of Contents Chapter 6: ACH Overview...91 ACH Transaction Process...91 Know the Rules Using Templates and Batches Import Capabilities ACH Reports ACH Setup...94 Entering ACH Transactions...95 Working With Templates Template and Payment Screen Navigation Template Types Configuring and Managing Templates...98 Creating a Template Creating a Template from an Existing Template Creating a New Template Using Summary Screen Functions Using the Detail Import Function Modifying a Template Approving a Template Unapproving a Template Deleting a Template Inquiring on a Template Configuring and Managing Payment Batches Understanding the Payment Batch Creation Process Payment Types Creating a Payment Batch Creating a Payment from a Template Creating a Non-Recurring Payment Using Summary Screen Functions Modifying a Payment Batch Approving a Payment Batch Unapproving a Payment Batch Deleting a Payment Batch Inquiring on a Payment Batch Create a Scheduled Payment Modifying a Scheduled Payment Using NACHA File Import Importing a File Managing NACHA Payments Creating and Managing Detail Import Maps Creating a Detail Import Map Modifying a Detail Import Map Viewing a Detail Import Map Deleting a Detail Import Map UMB Web Exchange User Guide Table of Contents pg.i

4 Configuring ACH Alerts Subscribing to an Alert Modifying an Alert Profile Deleting an Alert Profile ACH Reporting Accessing ACH Reports Print or Export ACH Reports Running ACH Reports Running Filter Reports Create and Maintain Profile Reports Add a Profile Report Save Filter Criteria Running a Profile Report Modify a Profile Report Delete a Profile Report Reviewing ACH Report Contents Summary View Detail View File Import Status Report Payment Detail Import Status Report Template Reports Accommodating Individual Payment Types Cash Concentration/Disbursements Corporate/Vendor Payments/Corporate Collections Vendor Payments with Remittance Payroll Payments Consumer Collections/Payments Child Support Payments Tax Payments pg.ii Table of Contents UMB Web Exchange User Guide

5 Chapter 6 -- ACH Introduction Overview The ACH module is a web-based application that enables you to originate Automated Clearing House (ACH) transactions. The ACH module of Web Exchange facilitates the creation of batches and templates for payroll, state and federal tax payments and cash concentration, as well as other corporate payments. The ACH module enables you to: Create ACH templates and re-use them to initiate ACH transactions. Quickly modify transaction information prior to originating an ACH batch by: o Entering data manually or via file loads in fixed, delimited and NACHA formats. o Creating data maps such that users can map their own import files. Run reports to view templates, batches and the status of ACH transactions. ACH Transaction Process An ACH transaction begins with your company and progresses to the receiver of the ACH transaction as follows: Your company uses ACH to submit payroll, tax or other type of batch debits or credits prior to effective date. Users verify the totals within the batch and approve and release the batch with other ACH files to UMB. UMB sends your ACH files to the Federal Reserve. The Federal Reserve processes the files. The files containing credits and debits are sent to the Receiving Financial Institutions. The Receiver s account is credited or debited on the effective date. UMB Web Exchange User Guide Chapter 6 ACH pg.91

6 Know the Rules The ACH process is governed by rules and regulations developed by the National Automated Clearing House Association (NACHA). It is important that you are familiar with the rules governing ACH processing. Using Templates and Batches The ACH module uses templates and batches to originate ACH transactions and also allows you to create reports to monitor your transactions. There are a number of pre-defined input screens available to you based on the type of ACH transactions that you want to originate. You use these input screens to begin the transaction process. Templates allow you to group, store and reuse information for transactions you make on a regular basis. You can create templates for the type of ACH transactions you require. Templates are used to create batches. Batches can be created using templates or can be created for one-time use. Batches contain detailed transaction information as well as the effective date for the transactions. Figure 6.1: Using Templates and Batches Flow Create/Modify Template: Templates are created to hold transaction information that is used on a regular basis. Create Batch: Batches can be created from existing templates. Nonrecurring batches can be created manually. Modify Batch: Batches can be modified before being submitted to UMB. Submit Batch: Batches are submitted for approval. Approve Batch: Batches are approved and sent to UMB for processing. Run Reports: Run a batch report to verify status and keep for your records. UMB Web Exchange User Guide Chapter 6 ACH pg.92

7 Import Capabilities Using the ACH module, you can import NACHA files to create templates or batches. You can also import complete delimited or fixed files, or use a file to update specific information such as dollar amount. ACH Reports ACH reports provide information on ACH templates and batches and provide information on the status of batches. Template Reports provide a list of templates, template detail and import information. You can also export detail information using a Template Detail Export report. Batch Reports provide batch detail information and summary information. You can also export batch detail information using a Batch Detail Export report. The ACH File Import Status report is also available using Batch Reports. ACH reports are available as filter or profile reports. Filter reports allow you to select filter criteria to meet your report needs. Profile reports allow you to select filter criteria, name a report and save it for further use. For more information about ACH reports, refer to the Reporting section in this chapter. UMB Web Exchange User Guide Chapter 6 ACH pg.93

8 ACH SETUP This section will cover the following topics: Entering ACH Transactions Configuring and Managing Templates Configuring and Managing Payment Batches Configuring ACH Alerts UMB Web Exchange User Guide Chapter 6 ACH pg.94

9 Entering ACH Transactions The Web Exchange ACH module utilizes templates and batches to originate ACH payment transactions. Templates allow you to group, store and reuse information for transactions you make on a regular basis. You can create templates for the type of ACH transactions you require, then use them to create batches. Batches can be created using templates or manually for one-time use. Batches contain detailed transaction information as well as the effective date for the transactions. In addition, ACH also supports the following payment entry methods: NACHA File Import for loading payment data via a NACHA file. A combination of processes such as creating a payment batch from a template and then loading a file to update dollar amounts (for example: hourly payroll). The ACH module provides a number of pre-defined input screens based on the type of ACH transactions you want to originate. You use these input screens as described in this chapter to begin the transaction process. Templates must be approved before they can be used to create a payment batch. Payment batches must also be approved before they can be extracted by UMB for transmission. UMB Web Exchange User Guide Chapter 6 ACH pg.95

10 Working With Templates As described previously, templates are starting points for building a payment batch. You can utilize a template to load a batch of information to the screen, but still have the ability to change some or all of the data elements as well a add related records. The basic steps to the template creation process are as follows: 1 Log on to Web Exchange as a user with ACH privileges. 2 On the main screen, click the ACH tab. 3 Select Templates - Enter. 4 Click a template type to display its Add Template screen. 5 Choose one of the following template creation options: Click Create New Template and select an ACH Company to display a new Template Summary screen; or Click Create Template from Template and select a previously created template of the same type to display a Template Summary screen pre-populated with the chosen template transactions. 6 Use the Template Summary screen to navigate to one or more Template Detail screen(s) where you can modify a transaction (if Create Template from Template was chosen) or add new template transactions. As shown in the illustration on the next page, all template processing is initiated from the Template Summary screen, including submitting, saving, adding and deleting templates. You also use this screen to link to the Header Detail Screen (to modify entries such as a template comment), the Totals/Audit Screen (to view total and audit data) or the Template Detail Screen (to add new or change existing transactions). 7 Submit the template for approval. 6 Approve the template for use. For more information on approving templates, refer to the Approve a Template section. UMB Web Exchange User Guide Chapter 6 ACH pg.96

11 Template and Payment Screen Navigation Figure 6.2: Template and Payment Screen Navigation The screens available in the Enter, Modify, Delete, Approve, Unapprove and Inquire functions are similar throughout the template and payment functions. Actions available on some of the screens will depend on which options you have selected. The basic succession of template or payment screens is as follows: Selection grid - Lists general ACH company information regarding each template or payment. An optional search button on the top of the screen displays the filter screen. Filter screen - Allows you to sort and/or filter templates or payments based on selected criteria or by using a saved filter profile. A drilldown from the selection grid to the summary screen. A drilldown from the summary screen to the transaction detail screen, audit/ totals screen or header details screen. Template Types The Web Exchange ACH module allows you to configure the following types of templates. Cash Concentration/Disbursement Cash Concentration Cash Disbursement Consumer Collections/Payments Consumer Collections Consumer Payments Corporate Collections Corporate/Vendor Payments Vendor Payments w/ Remittance Payroll Child Support Payments Tax Payments UMB Web Exchange User Guide Chapter 6 ACH pg.97

12 Configuring and Managing Templates Creating a Template The ACH template creation screen and process is identical for all template types. Use the following steps as an example of how to create a new template of any type supported by the Web Exchange ACH module. Figure 6.3: Add Template screen (Payroll Payments example) Note The illustrations in this section show Add Payroll Payments Template screens as examples. The template summary and detail screens for all ACH template types are the same. To create an ACH template 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Templates - Enter and click a template type. 3 On the Add Template screen, enter a Template Description and a Template Code. 4 (Optional) If desired, enter a Comment describing this template. 5 Proceed with Creating a Template from an Existing Template or Creating a New Template. UMB Web Exchange User Guide Chapter 6 ACH pg.98

13 Creating a Template from an Existing Template To create a new template from an existing template 1 On the Add Template screen, click Create Template from Template. 2 On the selection grid, select an existing template by searching for it or by clicking on it. 3 Click OK on the confirmation prompt. The system copies the selected template to the new template and displays the Template Summary screen as shown in the following figure. Figure 6.4: Template Summary screen 4 (Optional) If desired, use the functions described in Table 6.1 to view or modify the template. 5 Click Save. 6 Click Submit and OK on the confirmation prompt. You have successfully created a new template from an existing template and submitted it for approval. Creating a New Template To create a new template 1 On the Add Template screen, click Create New Template. 2 On the selection grid, select an ACH Company by searching for it or by clicking on it. 3 Click OK on the confirmation prompt. Note If this is a Child Support or Tax template, a second pop-up will display, allowing you to select a specific tax authority or child support agency. A Template Summary screen populated with this information will then display. UMB Web Exchange User Guide Chapter 6 ACH pg.99

14 4 On the Template Summary screen, add transaction information using one of the following methods: To manually add information: 1. Click Add to display a transaction detail screen as shown in the following illustration. Figure 6.5: Transaction Detail screen 2. Enter template information. To import information from a file: 1. Click Detail Import to display the Detail Import screen as shown in Figure Proceed as described in Using the Detail Import Function. 5 (Optional) If desired, click Back to return to the Template Summary screen and use the additional functions described in Table 6.1 to view or modify the template. 6 When you are finished adding information on the detail screen, click Save and OK on the confirmation prompt. 7 When you are ready to submit the new template for approval, click Submit on the summary screen and OK on the confirmation prompt. You have successfully created a new template and submitted it for approval. UMB Web Exchange User Guide Chapter 6 ACH pg.100

15 Using Summary Screen Functions As described previously, all template and payment processing is initiated from the Template Summary screen (Figure 6.4), including submitting and saving templates. You can also link to the Template Detail screen (Figure 6.5) to add or modify templates, or link to the Totals/Audit Detail screen (Figure 6.7) to view total and audit data. Table 6.1 describes the functionality of the buttons available on the Web Exchange Template Summary screens. Use them in conjunction with the steps outlined in this section to process templates. Table 6.1 Summary Screen Functions Button Function View Details Opens a template header screen, allowing you to view or, if allowed, modify a template s header information. For more information, refer to Using the View Details Function. Totals/Audit Opens the Totals/Audit Detail screen. For more information, refer to Viewing Totals or Audit Details. Save Saves the information available on the current screen. Submit Submits the template for approval. Add Opens a transaction detail screen (Figure 6.4) allowing you to enter a new transaction. Delete Deletes one or more entries with a check in the corresponding delete check box(es). Hold All After prompting you to save changes, sets a hold on all entries. The transactions remain in the template and will be copied into a batch. Remove All Holds After prompting you to save changes, removes holds on all entries. Prenote All After prompting you to save changes, sets a prenote on all entries. The transaction remains in the template and will be copied to a batch. $0 Reset After prompting you to save changes, resets all amounts on the summary screen to $0.00. Detail Import Opens the Detail Import screen (Figure 6.8.). For more information, refer to Using the Detail Import Function. Import Results Opens the Detail Import Status Report screen (Figure 6.9). For more information, refer to Using the Detail Import Function. Refresh Refreshes the summary screen to the values stored since the last save. Back Returns to the Add Template screen. Note Hold All, Remove All Holds, Prenote All and $0 Reset will only change the transactions that display on the Summary Screen. If additional pages of transactions are available, Save the current changes before navigating to additional pages to make additional changes. UMB Web Exchange User Guide Chapter 6 ACH pg.101

16 Using the View Details Function When creating a template, you can view detailed information or, where allowed, enter new information as described in the following steps. Figure 6.6: View Details Screen To view template details 1 On the top section of an entry s summary screen, click View Details. 2 (Optional) If desired, on the Template Detail Screen, enter a Comment and, where allowed, other information. 3 Return to the Template Summary screen using one of the following methods: Save any changes by clicking Update and OK on the confirmation prompt. Click Reset to revert to original screen values and Close. Click Close. UMB Web Exchange User Guide Chapter 6 ACH pg.102

17 Viewing Totals or Audit Details When creating a template, you can view transaction totals and audit details as described in the following steps: To view totals details 1. On the bottom section of an entry s summary screen, click Totals/Audit. The Totals/Audit Detail screen displays with the Totals tab selected as shown in the following figure. Figure 6.7: Totals/Audit Detail Screen Totals Tab 2 Click Close to return to the summary screen. UMB Web Exchange User Guide Chapter 6 ACH pg.103

18 To view audit details 1 On the bottom section of an entry s summary screen, click Totals/Audit. 2 On the Totals/Audit Detail screen, click the Audit tab. The Audit tab of the Totals/Audit Detail screen displays as shown in the following figure. Figure 6.8: Totals/Audit Detail Screen Audit Tab 3 Click Close to return to the summary screen. UMB Web Exchange User Guide Chapter 6 ACH pg.104

19 Using the Detail Import Function When creating a template or payment batch, you can use the Detail Import function to incorporate a file of ACH transaction information into appropriate tables within Web Exchange. Note In order for detail import mapping to be available, it must be configured as described in Creating and Managing Detail Import Maps. To perform a detail import 1. On the bottom section of an entry s summary screen, click Detail Import. The Detail Import screen displays as shown in the following figure. 2 Select an Import Map. 3 Select or enter a file to import. 4 Click Import. Figure 6.9 Detail Import Screen A progress bar with the message File Import in progress. Please wait. displays. After the file has been uploaded to the hub, the progress bar closes automatically and the Detail Import Status Report screen displays in a new window as shown in Figure 6.9. Failure to upload the file to the hub displays the error message File upload failed. Please contact your system administrator. Note While the file is uploading the Browse, Reset and Import buttons will be disabled. Once the upload is completed successfully or an error is returned, these buttons will be re-enabled. UMB Web Exchange User Guide Chapter 6 ACH pg.105

20 Figure 6.10: Detail Import Status Report Screen 5 After the system indicates a successful import, click the refresh icon on the top of the Detail Import Status Report screen. The results of the file import displays. 6 Check the status of each batch imported, keeping the following in mind: A status of Entered means the transaction was successfully loaded or updated. A status of Needs Repair means you must make any repairs before submitting the batch. A status of Rejected means the transaction did not load. 7 Close the Detail Import Status Report screen. The batch summary screen will automatically refresh to display the updated transactions in the system. This will include existing detail items along with the new updates that have been added in as a part of the detail import. You have now successfully performed a detail import. UMB Web Exchange User Guide Chapter 6 ACH pg.106

21 Modifying a Template Templates can be modified at any time as described in the following steps. Note The Template cannot have a status of Approved or Incomplete Approval. To modify a template, it must have a status of Incomplete or Entered. To change the status of a template, follow the steps described in Unapproving a Template. To modify a template 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Templates and click Modify. 3 On the grid screen, select a template by searching for it or clicking on it. 4 On the Template Summary screen, access the Template Detail screen and modify the template, where allowed, using the functions described in Table Click Save. 6 Click Submit and OK on the confirmation prompt. You have now successfully modified a template and submitted it for approval. Note The modified template will go through the same validation rules and process as a new entry. However, if you modify a template and click Save, the template will be reset to Incomplete status. You must submit the template again to set it back to Entered to make it available for approval. UMB Web Exchange User Guide Chapter 6 ACH pg.107

22 Approving a Template The Approve action allows the user to approve one or more templates. Once approved, a template can be used to create payment batches. Signature Levels: All templates require two signatures to be fully approved. Users can be assigned roles with one or more signatures. When the user approves a template, the number of signatures applied to the template is determined by the number of signatures in their approval role. Approve Own: This setting determines whether users can approve templates created or modified by them. If it is off, the user who approves the template must be different from the person who last modified it. Auto Approve: If the user entering a template has auto approve, at Submit, their approval thresholds are automatically applied. If the user has Approve Own, but does not have Auto Approve, then they must use the Templates Approve function to attach their approval signature to a template. Some approval examples: Table 6.2 Template Approval Examples # of Approval Signatures Approve Own Create Action 0 N/A If entitled, this user can create templates. No approvals are attached. Two approval signatures are required. 1 No If this user creates a template, no approvals are automatically attached. Two approval signatures are required. 1 Yes If this user creates a template, no approvals are automatically attached. Two approval signatures are required. 2 No If this user creates a template, no approvals are automatically attached. Two approval signatures are required. Approval Action This user has no approval authority. The user can attach one approval signature to templates created by other users. The template will require one additional signature. This user may access the Approval queue and attach one signature. The template may be one they created or created by another user. The template will require one additional signature. The user can attach two approval signatures to templates created by other users. The template will require no additional signatures. Once a template has been created and submitted for approval, you can approve it as described in the following steps. To approve a template 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Templates and click Approve. 3 On the grid screen, approve one or more templates by either Clicking the checkbox next to each batch and clicking Approve, or UMB Web Exchange User Guide Chapter 6 ACH pg.108

23 Clicking on a template to display its detail screen and clicking Approve. 4 Click OK on the confirmation prompt. You have successfully approved one or more templates. Once approved, the template will no longer display on the Template Summary screen. The number of signatures applied, the status the batch goes into etc., depend on the user's entitlements. UMB Web Exchange User Guide Chapter 6 ACH pg.109

24 Unapproving a Template Once a template has been approved with at least one signature, you can unapprove it as described in the following steps. To unapprove a template 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Templates and click Unapprove. 3 On the selection grid, unapprove one or more templates by either: Clicking the checkbox next to each batch and clicking Unapprove, or Clicking on a template to display its detail screen and clicking Unapprove. 4 Click OK on the confirmation prompt. You have successfully unapproved one or more templates. Once unapproved, the template will no longer display on the Template Summary screen. Deleting a Template Once a template has been created and has an Entered (EN), Incomplete (IC), or Needs Repair (NR) status, you can delete it as described in the following steps. To delete a template 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Templates and click Delete. 3 On the grid screen, delete one or more templates by either: Clicking the checkbox next to each batch and clicking Delete, or Clicking on a template to display its detail screen and clicking Delete. 4 Click OK on the confirmation prompt. You have successfully deleted a template. Once deleted, the template will no longer display on the Template Summary screen. UMB Web Exchange User Guide Chapter 6 ACH pg.110

25 Inquiring on a Template You can inquire about all ACH templates in any status as described in the following steps. To inquire on a template 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Templates and click Inquire. 3 On the Template Summary Screen, click a template to display its detail screen. UMB Web Exchange User Guide Chapter 6 ACH pg.111

26 Configuring and Managing Payment Batches This section describes the following functions associated with configuring and managing payment batches: Understanding the Payment Batch Creation Process Creating a Payment Batch Modifying a Payment Batch Approving a Payment Batch Approving a Payment Batch Unapproving a Payment Batch Deleting a Payment Batch Inquiring on a Payment Batch Using NACHA File Import Creating and Managing Detail Import Maps For an overview of payment screen navigation, refer back to Template and Payment Screen Navigation. Understanding the Payment Batch Creation Process As described previously in Configuring and Managing Templates, templates are starting points for building a payment batch. You can utilize a template to load a batch of information to the screen, but still have the ability to change some or all of the data elements as well as to add related records. Or, you can create a payment batch for a set of one-time transactions that is not based on a template. The basic steps to the payment batch creation process are as follows: 1 Log on to Web Exchange as a user with ACH privileges. 2 On the main screen, click the ACH tab. 3 Select Payments -Enter. 4 Click a payment type to display its Add Payment screen. 5 Choose one of the following payment options: Click Create Non-Recurring Payment and select an ACH Company to display a new Payment Summary screen; or Click Create Template from Template and select a previously created template of the same type to display a Payment Summary screen pre-populated with the chosen template transactions. 6 Use the Payment Summary screen to navigate to one or more Payment Detail screen(s) where you can modify a transaction (if Create Payment from Template was chosen) or add new payment transactions. UMB Web Exchange User Guide Chapter 6 ACH pg.112

27 All payment processing is initiated from the Payment Summary screen, including submitting, saving, adding and deleting payments. You also use this screen to link to the Header Detail screen (to modify entries such as a payment comment), Totals/Audit screen (to view total and audit data) or the Payment Detail screen (to add new or modify existing transactions). For more information on the functions available, refer to the Using Summary Screen Functions section. 7 Submit the payment batch for approval. 8 Approve the payment batch for release. For more information on approving payment batches, refer to the Approve a Payment Batch section. Payment Types The Web Exchange ACH module allows you to configure the following types of payment batches: Cash Concentration/Disbursement Cash Concentration Cash Disbursement Consumer Collections/Payments Consumer Collections Consumer Payments Corporate Collections Corporate/Vendor Payments Vendor Payments w/ Remittance Payroll Child Support Payments Tax Payments UMB Web Exchange User Guide Chapter 6 ACH pg.113

28 Creating a Payment Batch Note The ACH payment batch creation process is the same for all payment types. The following steps for creating a payroll batch are provided as an example of how to create payroll and other types of non-nacha based payments. To create a payroll payment batch 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Payments -Enter and click Payroll. The Add Payroll Payments screen displays as shown in the following figure. Figure 6.11: Add Payments screen 3 (Optional) If desired, change the Effective Date. Notes The suggested Effective Date will be the next business date available based on the effective date settings for selected payment type. If blank, the Effective Date must be entered. A valid Effective Date cannot be earlier then today, cannot be a bank holiday and cannot be a weekend. It cannot be set to the next business day available when the batch is loaded on a non-business day. 4 (Optional) If desired, enter a Comment describing this payment batch. 5 Proceed with Creating a Payment from a Template or Creating a Non-Recurring Payment. UMB Web Exchange User Guide Chapter 6 ACH pg.114

29 Creating a Payment from a Template To create a payment batch from a template 1 On the Add Payments screen, click Create Payment from Template. 2 On the grid screen, select a template by searching for it or by clicking on it. 3 Click OK on the confirmation prompt. The system copies the selected template to the new payment batch and displays the Payment Summary screen as shown in the following figure. Figure 6.12: Payment Summary screen 4 (Optional) If desired, use the functions described in Table 6.3 to view or modify the payment batch. 5 Click Save. 6 Click Submit and OK on the confirmation prompt. You have now successfully created a payment batch from a template and submitted it for approval. UMB Web Exchange User Guide Chapter 6 ACH pg.115

30 Creating a Non-Recurring Payment To create a non-recurring payment batch 1 On the Add Payments screen, click Create Non-Recurring Payment. 2 On the grid screen, select an ACH Company entry by searching for it or by clicking on it. 3 Click OK on the confirmation prompt. Note If this is a Child Support or Tax payment, a second pop-up will display, allowing you to select the tax authority or child support agency. The Payment Summary screen will then redisplay populated with the additional information. 4 On the Payment Summary screen, add transaction information using one of the following methods: To manually add information: 1 Click Add to display its transaction detail screen as shown in the following illustration. Figure 6.13:Batch Transaction Detail Screen 2 Enter payment information. To import information from a file: 1 Click Detail Import to display the Detail Import Screen as shown in Figure Proceed as described in Using the Detail Import Function. 5 (Optional) If desired, click Back to return to the Payment Summary screen and use the additional functions described previously in Table 6.1 to view or modify the payment batch. UMB Web Exchange User Guide Chapter 6 ACH pg.116

31 6 When you are finished adding information on the detail screen, click Save and OK on the confirmation prompt. 7 When you are ready to submit the new batch for approval, click Submit on the summary screen and OK on the confirmation prompt. You have now successfully created a non-recurring payment batch and submitted it for approval. Using Summary Screen Functions As described previously, all payment processing is initiated from the Payment Summary screen (Figure 6.12), including submitting and saving payment batches. You can also link to the Payment Detail screen (Figure 6.13) to add or modify payment transactions, or link to the Totals/Audit Detail screen (Figure 6.15) to view total and audit data. Table 6.3 describes the functionality of the buttons available on the Web Exchange Payment Summary screens. Use them in conjunction with the steps outlined in this section to process payment batches. Table 6.3 Summary Screen Functions Button Function View Details Opens a payment header screen, allowing you to view or, if allowed, modify a payment s header information. For more information, refer to Using the View Details Function. Totals/Audit Opens the Totals/Audit Detail screen. For more information, refer to Viewing Totals or Audit Details. Save Saves the information available on the current screen. Submit Submits the payment batch for approval. Add Opens a transaction detail screen (Figure 6.4) allowing you to enter a new transaction. Delete Deletes one or more entries with a check in the corresponding delete check box(es). Hold All After prompting you to save changes, sets a hold on all entries. The transactions remain in the batch for audit and inquiry purposes, but will not be included in the extract file. Remove All Holds After prompting you to save changes, removes holds on all entries. Prenote All After prompting you to save changes, sets a prenote on all entries. $0 Reset After prompting you to save changes, resets all amounts on the summary screen to $0.00. A $0.00 transaction that is not a prenote or other live transaction will remain in the batch for audit and inquiry purposes, but will not be included in the extract file. Detail Import Opens the Detail Import screen (Figure 6.8.). For more information, refer to Using the Detail Import Function. Import Results Opens the Detail Import Status Report screen (Figure 6.9). For more information, refer to Using the Detail Import Function. Refresh Refreshes the summary screen to the values stored since the last save. Back Returns to the Add Payment screen. Note Hold All, Remove All Holds, Prenote All and $0 Reset will only change the transactions that display on the Summary Screen. If additional pages of transactions are available, Save the current changes before navigating to additional pages to make additional changes. UMB Web Exchange User Guide Chapter 6 ACH pg.117

32 Using the View Details Function When creating a payment batch, you can view detailed information or, where allowed, enter new information as described in the following steps. Figure 6.14: View Details screen To view batch details 1 On the top section of an entry s summary screen, click View Details. 2 (Optional) If desired, on the Batch Detail Screen, enter a Comment and, where allowed, other information. 3 Return to the Batch Summary screen using one of the following methods: Save any changes by clicking Update and OK on the confirmation prompt. Click Reset to revert to original screen values and Close. Click Close. UMB Web Exchange User Guide Chapter 6 ACH pg.118

33 Viewing Totals or Audit Details When creating a payment batch, you can view transaction totals and audit details as described in the following steps: To view totals details 1. On the bottom section of an entry s summary screen, click Totals/Audit. The Totals/Audit Detail screen displays with the Totals tab selected as shown in the following figure. Figure 6.15: Totals/Audits screen Totals Tab 2 Click Close to return to the summary screen. UMB Web Exchange User Guide Chapter 6 ACH pg.119

34 To view audit details 1 On the bottom section of an entry s summary screen, click Totals/Audit. 2 On the Totals/Audit Detail screen, click the Audit tab. The Audit tab of the Totals/Audit Detail screen displays as shown in the following figure. Figure 6.16: Totals/Audits screen Audit Tab 3 Click Close to return to the summary screen. UMB Web Exchange User Guide Chapter 6 ACH pg.120

35 Modifying a Payment Batch Once a payment batch has been created and submitted for approval, you can modify it as described in the following steps. Note The Payment Batch cannot have a status of Approved or Incomplete Approval. To modify a batch, it must have a status of Incomplete or Entered. To change the status of a batch, follow the steps described in Unapproving a Payment Batch. To modify a payment batch 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Payments and click Modify. 3 On the filter screen, select filter criteria and/or click Enter. 4 On the grid screen, select a payment batch by searching for it or clicking on it. 5 On the Payment Summary screen, access the Payment Detail screen and modify the payment batch, where allowed, using the functions described previously in Table Click Save. 7 Click Submit and OK on the confirmation prompt. You have now successfully modified a payment batch and submitted it for approval. UMB Web Exchange User Guide Chapter 6 ACH pg.121

36 Approving a Payment Batch The Approve action allows the user to approve one or more payment batches. Once approved, a payment batch is released to UMB for processing. Signature Levels: All batches require two signatures to be fully approved. Users can be assigned roles with one or more signatures. When the user approves a batch, the number of signatures applied to the batch is determined by the number of signatures in their approval role. Approve Own: This setting determines whether users can approve batches created or modified by them. If it is off, the user who approves the batch must be different from the person who last modified it. Some approval examples: Table 6.4 Payment Batch Approval Examples # of Approval Signatures Approve Own Create Action 0 N/A If entitled, this user can create payment batches. No approvals are attached. Two approval signatures are required. 1 No If this user creates a payment batch, no approvals are automatically attached. Two approval signatures are required. 1 Yes If this user creates a payment batch, no approvals are automatically attached. Two approval signatures are required. 2 No If this user creates a payment batch, no approvals are automatically attached. Two approval signatures are required. Approval Action This user has no approval authority. The user can attach one approval signature to batches created by other users. The batch will require one additional signature. This user may access the Approval queue and attach one signature. The batch may be one they created or created by another user. The batch will require one additional signature. The user can attach two approval signatures to batches created by other users. The batch will require no additional signatures. Once a payment batch has been created and submitted for approval, you can approve it as described in the following steps. To approve a payment batch 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Payments and click Approve. 3 On the grid screen, approve one or more payment batches by either Clicking the checkbox next to each batch and clicking Approve, or Clicking on a payment batch to display its detail screen and clicking Approve. 4 Click OK on the confirmation prompt. You have successfully approved one or more payment batches. Once approved, the payment batch will no longer display on the Payment Summary screen. The UMB Web Exchange User Guide Chapter 6 ACH pg.122

37 number of signatures applied, the status the batch goes into, etc., depend on the user's entitlements. UMB Web Exchange User Guide Chapter 6 ACH pg.123

38 Unapproving a Payment Batch Once a payment batch has been approved with at least one signature, you can unapprove it as described in the following steps. To unapprove a payment batch 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Payments and click Unapprove. 3 On the grid screen, unapprove one or more payment batches by either: Clicking the checkbox next to each batch and clicking Unapprove, or Clicking on a payment batch to display its detail screen and clicking Unapprove. 4 Click OK on the confirmation prompt. You have successfully unapproved one or more payment batches. Once unapproved, the payment batch will no longer display on the Payment Summary screen. Deleting a Payment Batch Once a payment batch has been created and is in the Entered (EN), Incomplete (IC) or Needs Repair (NR) status, you can delete it as described in the following steps. To delete a payment batch 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Payments and click Delete. 3 On the grid screen, delete one or more payment batches by either: Clicking the checkbox next to each batch and clicking Delete, or Clicking on a payment batch to display its detail screen and clicking Delete. 4 Click OK on the confirmation prompt. You have successfully deleted a payment batch. Once deleted, the payment batch will no longer display on the Payment Summary screen. UMB Web Exchange User Guide Chapter 6 ACH pg.124

39 Inquiring on a Payment Batch You can inquire about all ACH payments in any status as described in the following steps. To inquire on a payment batch 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Payments and click Inquire. 3 View payment batch information from the Payment Summary Screen, or by clicking a payment to display its detail screen. UMB Web Exchange User Guide Chapter 6 ACH pg.125

40 Creating a Scheduled Payment The Web Exchange ACH module includes the ability to automate the creation of recurring payment batches through the use of the Schedule Payment feature. Particularly useful for making regular payments such as mortgage/rent, tax or membership fees, this function is accessed by selecting the Template menu and Schedule Payment. The user selects the payment timing criteria from the options provided. Payment batches can be scheduled daily, weekly, monthly or yearly with selectable start and end dates. Payment batches that are automatically created could follow the normal approval routing process or they can be auto-released eliminating the need for any further client intervention. To create a scheduled payment time Figure 6.17: Schedule screen 1 With the ACH tab in focus, select Templates and click Schedule. 2 Click the template from the grid list to select it. 3 The Schedule screen displays. The Recurrence Pattern is set to Off. 4 Select the recurrence pattern. Options are: Daily: Batch generates every weekday or at the daily interval specified. Weekly: Batch generates on the specified day at the selected weekly interval. Monthly: Batch generates on the specified day of the month at the specified monthly interval. Yearly: Batch generates on the specified date or dates. UMB Web Exchange User Guide Chapter 6 ACH pg.126

41 5 Establish the Range of Recurrence. To set the Starting Effective Date, click the Calendar icon. The current day is highlighted in dark blue. You may select another effective date by clicking the date. To navigate to future month or year, click the up arrow to the right of either field. Select the date by clicking the date on the Calendar. Click OK. The first effective date cannot be greater than 45 days in the future. 6 Select the End Date. Options are: No End Date the payment batch will be created until the schedule is modified or removed. End After the payment batch will be created for a set number of times only. Ending Effective Date the payment batch will create through this date. 7 Establish the Payment Settings. If Auto Release is checked, when the payment batch is created, no approval signatures will be required. The batch will be released on the required date. If Auto Release is not checked, the normal approval process will be required after the batch is created. 8 Select the batch Creation Time field of 1 a.m. ONLY. 9 For Effective Dates Falling on Non-Business Days setting determines the handling of batches scheduled to create on non-business days, such as weekends and holidays. Options are: Select the previous business day the batch will be created the previous business day before the scheduled Effective Date. Select the next business day the batch will be created the following business day after the scheduled Effective Date. Do not create the payment the payment batch will skip this occurrence and resume on the next effective date. 10 When all the settings are complete, click Update. Click OK on the confirmation message. Modifying a Scheduled Payment If you have the appropriate privileges, Web Exchange allows you to modify a scheduled payment record as follows: To modify a scheduled payment time 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Setup -Schedule Payment and click Modify. 3 On the selection grid, select a payment batch by searching for it or clicking on it. The Schedule screen displays as shown in the following illustrations. UMB Web Exchange User Guide Chapter 6 ACH pg.127

42 Figure 6.18: Schedule screen (top portion) Figure 6.19: Schedule screen (bottom portion) 4 Make the necessary modifications. 5 Click Update and OK on the confirmation prompt. You have successfully modified a scheduled payment. UMB Web Exchange User Guide Chapter 6 ACH pg.128

43 Using NACHA File Import The preceding sections described how to initiate payment batches as nonrecurring payments or from templates. A third way to initiate a payment batch is by using the Web Exchange NACHA File Import function. NACHA File Import utilizes the same summary and detail process as manual data entry payment batch processing. However, the input method is first initiated via a NACHA file. The intent of NACHA File Import is to ensure that files being transmitted meet the defined edits for loading to the ACH system. An additional benefit is that, if the file is rejected, the system will provide a reportx identifying the cause. NACHA file import involves the following functions: Importing a File Managing NACHA Payments UMB Web Exchange User Guide Chapter 6 ACH pg.129

44 Importing a File To import a NACHA file 1 Log on to Web Exchange as a user with ACH privileges. 2 With the ACH tab in focus, select Payments - Enter and click NACHA File Import. The NACHA File Import selection screen displays as shown in the following figure. Figure 6.20: NACHA File Import selection screen 3 Select or enter a file to import. 4 Click Import. A progress bar with the message File Import in progress. Please wait. displays. After the file has been uploaded to the hub, the progress bar closes automatically and the File Import Status Report screen displays in a new window (similar to Figure 6.9). Failure to upload the file to the hub displays the error message File upload failed. Please contact your system administrator. Note While the file is uploading the Browse, Reset and Import buttons will be disabled. Once the upload is completed successfully or an error is returned, these buttons will be re-enabled. 5 After the system indicates a successful import, click the refresh icon on the top of the File Import Status Report screen. The results of the file import displays. 6 Check the status of each batch imported, keeping the following in mind: A status of Entered means the transaction was successfully loaded or updated. A status of Needs Repair means you must make any repairs before submitting the batch. A status of Rejected means the transaction did not load. UMB Web Exchange User Guide Chapter 6 ACH pg.130

45 7 Close the File Import Status Report screen. The batch summary screen will automatically refresh to display the updated transactions in the system. This will include existing detail items along with the new updates that have been added as a part of the NACHA import. You have successfully imported an NACHA file. You can process the payment batches as you would any other payment batch. This file will require secondary approval. Managing NACHA Payments Modifying Transactions The NACHA File Import function will not allow you to add a transaction to a batch. You must modify an existing transaction. Each screen will differ based on the entry class in which you are working. To modify a NACHA template, follow the process described in Modifying a Payment Batch. Approving Transactions To approve one or more NACHA templates, follow the process described in Approving a Payment Batch. Unapproving Transactions To unapprove one or more NACHA templates, follow the process described in Unapproving a Payment Batch. Deleting Transactions To delete one or more NACHA templates, follow the process described in Deleting a Payment Batch. Inquiring on Transactions To inquire on an NACHA template, follow the process described in Inquiring on a Payment Batch. UMB Web Exchange User Guide Chapter 6 ACH pg.131

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