AFN-PayrollEFTGuide

Transcription

1 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. AFN-PayrollEFTGuide

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3 Payroll EFT Guide INTRODUCTION Documentation User s Guide Format Online Help Using Shortcut Keys GETTING STARTED Security Configuration Employees Query and Export Bank Accounts EFT PROCEDURES Import EFT/ACH FILE FORMATS Direct Debits GLOSSARY INDEX

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5 Introduction Contents Documentation User s Guide Format Chapter Format Text Format Online Help Using Online Help Online Manual Using Shortcut Keys

6 2 CHAPTER 1 Welcome to Blackbaud s Electronic Funds Transfer, an exciting product that allows you to transfer payments electronically from bank to bank through Blackbaud s Payroll for Windows. Electronic Funds Transfer is the name given to the general banking system by which transactions, such as deposits and bill payments, are made through computer databases and electronic files. As the name implies, this process takes place electronically, requiring little or no physical paperwork. The process is almost instantaneous, compared to the days or weeks of traditional payment processing. Money does not physically change hands; it transfers electronically from the payer s account into the payee s account. For example, an employer does not have to hand out a check each month for an employee s wages (requiring paperwork and processing time); instead, the employer and the employee can set up a direct deposit to electronically debit the payment amount from the employer s account and deposit the wages into the employee s account on a certain day each month (pay day). Blackbaud s optional Electronic Funds Transfer module adds electronic transfer capabilities throughout existing modules of Payroll. Electronic Funds Transfer does not appear as a module on the Payroll program menu. Rather, it works in the background to add functions to the standard modules. Electronic Funds Transfer adds fields and options to the following modules: Security, Bank Accounts, Employees, Reports, Import, and Query and Export. Electronic Funds Transfer allows you to set up your bank account information to process electronic funds transfers. You can also set up automatic direct debit payments for payers. The direct debit process generates a transaction file that is sent to a clearinghouse organization for the actual electronic transfer of funds. If you have not installed Blackbaud s Electronic Funds Transfer, see the Accounting for Nonprofits Administrator s Guide for instructions. This chapter of the User s Guide explains the documentation and resources available for Electronic Funds Transfer. In addition to this guide, online help is available. Documentation The documentation for Electronic Funds Transfer consists of this User s Guide, the Accounting for Nonprofits Administrator s Guide, online help, and an online manual. The Accounting for Nonprofits Administrator s Guide contains information about program installation, the database, and multiple databases. The information in the guide is essential to establishing and maintaining your Electronic Funds Transfer program. We also encourage you to use our online manual and online help. The online manual consists of a series of PDF (Portable Document Format) files, which you should install in your computer during the program installation process. You can also access the online manual from the Payroll installation CD. You can view the online manual on the screen or print all, a portion, or a single page of the manual. The online manual contains links that enable you to navigate easily. With just the click of your mouse, you can jump from the Table of Contents to Generate Automatic Payments.

7 INTRODUCTION 3 The Adobe Acrobat Reader, which installs with Payroll, is used to view the PDF files. If the Acrobat Reader is not installed, you can install it from your Payroll installation CD, or you can download it, without charge, from the Adobe web page at Online help includes a Notes feature. The note files are text files created during installation. With these files, you can enter and maintain notes in the help file about the program as you use Electronic Funds Transfer and Payroll. For more information, please refer to the Using Online Help section in this chapter. User s Guide Format This guide follows a standard format to help you locate and identify information. The two tables below explain our User s Guide format. Chapter Format Most chapters contains these elements: Element In This Chapter: Overview: Procedures: Reference: Denotes A listing of the contents of the chapter. A brief description of the information in the chapter. Quick, step-by-step instructions for completing basic tasks. A detailed, field-by-field description of all program screens. Text Format This table displays the visual cues used to identify fields, program names, notes, tips, and warnings. Format Bold Bold Italics Italics Denotes This is the name of a field or button, for example, Print. This is a Blackbaud program name, for example, Student Billing for Windows. This is a Blackbaud program module name, for example, Utilities and Housekeeping. The shaded arrow indicates the beginning of a procedure. SMALL CAPS or KEYS This is a key on your keyboard. Press DELETE refers to the key on your keyboard. Click Delete refers to an onscreen button.

8 4 CHAPTER 1 Format KEY+KEY KEY, KEY Denotes Two keys joined by a plus sign indicate you must press the keys simultaneously to execute the command. For example, if you are instructed to Press CTRL+ F, you must press the CONTROL key and the F key at the same time. Two keys separated by a comma indicate you must press the keys in the order in which they appear. For example, if you are instructed to press ALT, F, you must press the ALT key, hold it, then press the F key. The traffic light symbol indicates a cautionary note. Generally, this is used to point out a step that may have unwanted results. The note symbol designates a note or tip related to the information in the main text column. The clock symbol designates a shortcut or timesaving action. Online Help The online help file designed for Payroll and Electronic Funds Transfer provides access to many different kinds of help: overview information, reference information, procedures, the online manual, contact information, and user-defined notes. You can access online help in three ways: select Help from the menu bar click from the toolbar press F1 from any screen in the program Online help contains concise information about specific processes and tasks within Electronic Funds Transfer. Selecting Help from the menu bar allows you to search for help topics, view online documentation, and connect to Blackbaud s home page. Pressing F1 takes you directly to information about the part of the program you are using. Select Help from the menu bar to access online help and links to Blackbaud. Payroll Help Topics opens the online help file. Here you find procedures to perform essential program tasks. Online Documentation opens the online documentation screen. You can view the User s Guide from your computer, using links to move from chapter to chapter. Blackbaud on the Web provides links to Online Support and the Blackbaud Home Page. About Payroll provides product serial number, version number, and copyright information. This information is important if you need to contact Customer Support.

9 INTRODUCTION 5 Using Online Help Because Electronic Funds Transfer works with several modules within Payroll, online help provides links between Electronic Funds Transfer and the related modules. Links appear as underlined, contrasting colored text. Demonstrating online help 1. From any Payroll module, select Help, Payroll Help Topics. The Help Topics screen appears. 2. Highlight Payroll for Windows Overview, and then click Display. The Overview screen appears. 3. Click Electronic Funds Transfer. The Electronic Funds Transfer screen appears. 4. Click to open the Electronic Funds Transfer procedures list. 5. Click an underlined option to view the steps of the procedure. Online Manual Links appear as contrasting colors of underlined text. If you need resources beyond online help, you can open the online manual by selecting Online Documentation from the Help menu. Selecting Online Documentation opens and displays the appropriate chapter of the online manual. The help file also contains user-defined notes, accessed by clicking the notes button. If you use Microsoft Word as your word processing program, the notes button accesses a Word document where you can enter and maintain your own tips and tricks. Each module of the program has a separate notes document. If you do not have Microsoft Word, you must delete all of the *.doc files in the \Blackbaud\Docs\PY directory on your hard drive (or on the drive where Payroll is located). There is one *.doc file for each module (e.g., notes_for_py_banks.doc). With the *.doc files deleted, the notes button accesses a text file (using Notepad) in which you can enter your tips and tricks. While the information you enter is workstation specific, you can easily share the notes with other users by copying the files or by copying and pasting the information from one file to another. Using Shortcut Keys Throughout Payroll there are shortcut keys and shortcut methods to help with data entry. Function keys are the primary source for shortcuts. When a function key is available, a message appears in the status bar at the bottom of the screen. ENTER TAB The ENTER key (sometimes called the RETURN key) signals the computer that entry of a command, field, or data is complete. The TAB key signals the computer that entry of a command, field, or data is complete. Pressing this key moves the cursor forward to the next field.

10 6 CHAPTER 1 SHIFT The SHIFT key allows you to select consecutive items from a grid. To select consecutive items, highlight the first item, then press and hold SHIFT while selecting the last item. BACKSPACE The BACKSPACE key moves the cursor back one character, deleting the character. HOME END DELETE F1 F3 F7 The HOME key places the cursor at the beginning of the field. The END key places the cursor after the last character in a field. The DELETE key removes the highlighted characters or entry when pressed. The F1 key activates online help. Press this key to access context-sensitive Help. In date fields, pressing the F3 key inserts the current date. Pressing F3 also inserts the default value of a field if one is available. A message appears on the status bar if a default value exists. The primary function of the F7 key is activating Table Lookups. However, this key also activates a calendar in date fields and a calculator in currency fields. In addition, F7 provides access to the search screen, where linking of records is available.

11 Getting Started Contents Security Configuration Employees Query and Export Bank Accounts Blackbaud Systems Tab EFT Parameters Prenote Authorization File

12 8 CHAPTER 2 This chapter explains the preliminary tasks you need to perform to access Blackbaud s optional module Electronic Funds Transfer. With Electronic Funds Transfer present, additional options and fields become available in Payroll. Before you attempt to distribute your first payroll by Electronic Funds Transfer, you need to complete these steps: Establish access to Electronic Funds Transfer and its reports in Security. Create EFT cycles in Configuration. Set up employee payment methods and establish employee EFT accounts in Employees. Establish EFT parameters and create a test EFT, also known as a prenote authorization file, in Bank Accounts. Once you complete the getting started procedures in this chapter, you are ready to proceed to the third chapter where we discuss how to print an EFT payroll, import information, create reports, and query the database. Security Security allows you to restrict EFT access to certain employees. The program requires you to establish security access before you can create an EFT file, or query, or export any EFT information. EFT adds security options to the Employees and Reports modules in Payroll. Establishing EFT Security for Employees 1. From Security, open the selected group s record. 2. Select the Payroll tab. 3. In the Group Privileges frame, mark Employees.

13 G ETTING STARTED 9 4. Click Options. The Security Options screen appears. 5. In the Access Privileges-Employees frame, mark the Employees checkbox. 6. In the Employees Privileges frame, designate the EFT access for the group. Mark the checkbox in the View, Add, Edit or Delete columns. This gives the group rights to any of the employee information listed. 7. Click OK. The program saves your information and returns to the Payroll tab. Establishing EFT Security for Reports 1. From Security, open the selected group s record. 2. Select the Payroll tab. 3. In the Group Privileges frame, mark the Reports checkbox.

14 10 CHAPTER 2 4. Click Options. The Security Options screen appears. 5. Mark the Transaction Reports checkbox. 6. Mark the EFT Report checkbox. 7. Click OK. The program saves your information and returns to the Group Information screen. Configuration EFT cycles are used when an employee has pay distributed to more than one account in different ways for different pay periods. For example, an employee can have his entire check deposited into his checking account on the first of every month; but on the fifteenth of every month, he can have the first $100 deposited into his savings account and the remainder deposited into his checking account. You create EFT cycles on the Tables tab in Configuration. This bi-monthly pay schedule, in our example above, requires you to establish two EFT cycles. You can create First of month and Middle of month EFT cycles. The procedure below provides steps to accomplish this. The cycles you create in Configuration apply to procedures found in the Bank Accounts and Employees modules. It is important to complete the procedures in this section before proceeding to other modules.

15 G ETTING STARTED 11 Creating an EFT cycle 1. From Configuration, select the Tables tab. 2. From the Tables frame, select EFT Cycle. 3. Click Add. The Add Table Entry screen appears. 4. Enter a Description for the cycle you want to create. In this example, we create a First of month cycle. 5. Click OK. The program saves your new cycle and returns to the Tables tab. Sorting an EFT cycle 1. From Configuration, select the Tables tab. 2. From the Tables frame, select EFT Cycle. 3. Click your cursor in the Table Entries frame to activate the buttons. 4. Click Sort, and the Sort Table Options screen appears. 5. Mark Ascending or Descending based on the order you want the program to use cycles. 6. Click OK. The program saves your selection and returns to the Tables tab.

16 12 CHAPTER 2 7. To further sort cycles, you can highlight an individual EFT cycle and then click the Up or Down buttons to position it in the order you want the program to use it. Editing an EFT cycle 1. From Configuration, select the Tables tab. 2. From the Tables frame, select EFT Cycle. 3. From the Table Entries frame, highlight the cycle you want to edit. 4. Click Edit. The Edit Table Entry screen appears. 5. Enter your changes. 6. Click OK. The program saves your changes and returns to the Tables tab. Deleting an EFT cycle 1. From Configuration, select the Tables tab. 2. From the Tables frame, select EFT Cycle. 3. From Table Entries frame, highlight the cycle you want to delete. 4. Click Delete. A confirmation message appears. 5. Click Yes. The program deletes the entry and returns to the Tables tab. Employees Now that you have established access information in Security and created EFT cycles in Configuration, you are ready to set up employee payment methods and establish employee EFT accounts. You can accomplish both tasks from the Employees module of Payroll. Establishing an employee s payment method 1. From Employees, select File, Open. A search screen appears. 2. From the Find field, click and select the Employee filter. 3. Click Find Now. The grid populates with a listing of all employees. 4. Highlight the employee on whose record you want to establish a payment method. 5. Click Open. The employee record opens.

17 G ETTING STARTED Select the EFT tab. If an employee is paid by computer check and electronic funds transfer, then select Split check in the Pay this employee by field. 7. Click and select an EFT cycle. Selections in the drop-down menu are created from the Tables tab in Configuration. 8. In the Pay this employee by field at the bottom of the screen, select a payment method. 9. Computer check prints from your printer. EFT deposits funds directly into the employee s bank account. Split check allows you to print a check and deposit funds into an EFT account. The method you select serves as a filter for printing checks in Bank Accounts. 10. When you close the employee record, a message appears, asking if you want to save before proceeding. Click Yes. Adding an EFT account to an employee record 1. From the selected employee record in Employees, select the EFT tab.

18 14 CHAPTER 2 2. Click New Account. The Add a new EFT Account screen appears. You can add more EFT cycles from the Tables tab in Configuration. 3. Select EFT as the EFT status. 4. Select an EFT account type, choosing from Amount, Percent of net pay, or Remainder. Amount This is a flat amount you select to deposit to this account. Percent of net pay This is a percentage of the net pay you want to deposit in this account. Remainder If you deposit pay for the employee to two or more accounts, this is the last account to which the remaining net pay is deposited. If only one account is used, you must select the Remainder account option. 5. If you mark the EFT cycle checkbox, then click and select a specific cycle; otherwise, the program defaults to <All cycles>. 6. The EFT cycle checkbox is available when you select Amount or Percent of net pay as the EFT account type. 7. Enter the Amount you want to deposit in the employee s account if you selected Amount as the EFT account type. 8. Enter the % of net pay that you want deposited if you selected Percent of net pay as the EFT account type. 9. Select an Order of deposit by clicking the arrow buttons. This indicates the order in which a payment is deposited into an employee s accounts. 10. You can enter a note of up to 255 characters in the Notes text box. 11. In the Account Information frame, select the Account type, and enter an Account number, Routing number, and Discretionary code. All are required fields except Discretionary code. 12. In the Bank Information frame, enter the Bank name (required field), Contact name, Bank Address, and Phone number.

19 G ETTING STARTED Select File, Save. The program saves the information and returns to the EFT tab. Query and Export In the Bank Accounts module, you create a test EFT, also known as a prenote authorization file. This test, which you send to your bank, requires a query of employees to be paid. In this section, we encourage you to plan ahead and create the query now, using the Query and Export module. If you wait and begin the prenote process without a query established, the program prompts you to create a query. The procedure below explains how to add a query. If you would like more information about queries, please see the Query and Export chapter in the Payroll User s Guide. Adding a query 1. From the Query and Export main screen, select File, New. The New Query screen appears. 2. Click and select Employee as the Query type. 3. Click and select a Query format, choosing from Dynamic or Static. 4. A Dynamic query automatically updates each time you run the query. For example, if you create a Dynamic query for all employees, then new employees are automatically added to the query each time you run the query. A Static query uses only those records found in the initial query. It would not add or subtract any employees. 5. In the Include in field, select to include the query in the Export Lists, Query Lists, or Both. This affects how the program filters and displays your query when you search the database.

20 16 CHAPTER 2 6. Click OK. The New Employee Query screen appears with the Criteria tab on top. 7. In the Available Fields frame, click the plus sign beside EFT. 8. Highlight EFT status and click Select. The Edit Field Criteria screen appears. 9. From the Operator field, click and select equals. This is the default. 10. From the Value field, click and select Prenote authorization. 11. Click OK and the criterion appears in the Filters frame. 12. Select the Output tab and notice that EFT status automatically appears in the Filters frame. To prepare a query for use in the prenote authorization file, you do not need to select additional information from this tab. 13. Select the Sort tab. 14. From the Available Fields frame, highlight information your organization or your bank requires and click Select. The criterion appears in the Filters frame. 15. Your selection determines how the information in the query sorts. For example, your bank may require you to sort by Social Security number. If so, you would select Employee Information, SSN, and click Select. 16. Select the Results tab. 17. Here you can check your selections and return to the previous tabs to make any changes. When you are satisfied with the results, you can save the query for future use. 18. Select File, Save. The Save Query As screen appears.

21 G ETTING STARTED Enter a Query name and Description. 20. Confirm that your selections in the Query Format and Included in fields are correct. 21. If you wish, mark Others users may execute this query or Other users may modify this query. 22. Click OK to save your query. Bank Accounts In this section, we discuss how to prepare your bank account to allow electronic funds transfers, how to establish preferences, and how to create a test EFT with your bank. You can accomplish all of this from the Blackbaud Systems tab. Please refer to your Payroll User s Guide for details about how to add, edit, and delete bank account information, establish references between bank accounts, and view the bank register. Blackbaud Systems Tab From Bank Accounts, you establish the EFT parameters for your Payroll bank. This information, established on the bank account record, identifies your organization and your bank when you create EFT files for your employees. The EFT files then generate automatic payments to your employees bank accounts. Allowing electronic funds transfers 1. From Bank Accounts, select your Payroll bank from the Bank Account drop-down list. The grid refreshes with information from the selected bank account. 2. Select File, Bank Information. A new screen appears.

22 18 CHAPTER 2 3. Select the Blackbaud Systems tab. 4. Mark the Payroll checkbox on the left side of the screen to display the Payroll Options grid on the right. This indicates the bank account is available for use in Payroll. 5. Mark the Allow Electronic Fund Transfers checkbox. 6. Mark either Same numbers as computer checks or Next EFT Notice #. If you choose to use notice numbers, enter the number. 7. Click OK to save your information and return to the Bank Accounts main screen. or 8. From the Blackbaud Systems tab, you can proceed to the procedure called Establishing EFT parameters for your bank account. EFT Parameters It is important to establish EFT parameters for your bank in the Bank Accounts module. Your financial institution can provide required information about the Electronic Funds Transfer parameters. For this procedure to work, you first must complete the procedure called Allowing electronic funds transfers.

23 G ETTING STARTED 19 Establishing EFT parameters for your bank account 1. From the Blackbaud Systems tab, click Electronic Funds Transfer. The Modify EFT parameters screen appears. 2. Enter the Default output file name, or click to select the path where you want to create electronic fund transfers. 3. Select File Format options. 4. These are not required and do not affect the electronic transfer files you create; however, your financial institution may have specific file format guidelines for you to follow. If appropriate, enter a Header record reference and mark the checkboxes to indicate whether or not to Create debit transaction (automatically adds a debit transaction in the EFT file) and Include carriage return/line feed (inserts CR/LF to indicate the end of a line in the electronic transfer file). 5. Choose the appropriate Immediate Origin option. 6. Mark Transit/Routing no. if you want to use the Bank Transit/Routing number during creation of the Electronic Funds Transfer file. 7. Mark EIN if you want to use your company s electronic identification number. 8. Mark Other if you want to use another origin number when creating the Electronic Funds Transfer file. When marked, enter the origin number. 9. In the Miscellaneous frame, type your Entry Description and select your Company ID prefix. 10. For the Entry Description, you can enter a ten-character code that is transmitted to the bank in the Electronic Funds Transfer file. 11. Choose from 1- EIN, 3-DUNS, or 9-User Assigned for your Entry Description. 12. In the Logon Card(s) frame, enter logon card information obtained from your bank. 13. You can enter up to five logon cards for this bank by clicking Insert and then filling in the Control string; the program automatically completes the Logon card no. Add more logon cards by clicking Insert again. 14. Click OK to save the EFT parameter information and return to the Blackbaud Systems tab. 15. Click OK again to return to the Bank Accounts main screen.

24 20 CHAPTER 2 Modifying EFT parameters 1. From Bank Accounts, select File, Bank Account List. 2. Highlight the record you want to modify, and click Edit Bank Info. 3. Select the Blackbaud Systems tab and click Electronic Funds Transfer. 4. Edit the information for the output file name, file format, origin, entry description, and logon card(s) as needed. 5. Click OK to save your changes. Prenote Authorization File Before you begin electronic funds transfers, the receiving bank often requires a prenote authorization file. This is a test record sent to the bank to ensure the file transmits correctly with the proper coding, amounts, and account numbers. For this procedure to work, you must have completed the procedures for Establishing an employee s payment method and Adding an EFT account to an employee record. You can find these procedures in the Employees section of this chapter. Creating a prenote authorization file 1. From the Bank Accounts main screen, click and select a Bank Account. 2. Select File, Checks, Create Prenote Authorization File. 3. Click to search for and select an employee group. This opens the Select an Employee Query screen. If you do not see the group you need, you can create a new group of employees by clicking Add New. This opens the New Employee Query screen from the Query and Export module. You can create and save your query here and then access it for your prenote file. 4. Once you locate (or create) and highlight the group, click Open to return to the Create Prenote Authorization File screen. The group selected displays in the Create prenote file for employees in this group field.

25 G ETTING STARTED Enter the name and path of the file you want to create. You can click to designate the file path. 6. Click Modify EFT Parameters to make any changes to the information shown in the grid. A new screen appears. 7. Enter your changes and click OK to return to the Create Prenote Authorization File screen. 8. Click Create Prenote File Now.

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27 EFT Procedures Contents Electronic Funds Transfer EFT Management Reports Import

28 24 CHAPTER 3 Now that you have completed the procedures in the Getting Started chapter, you are ready to perform an electronic funds transfer. Money does not physically change hands; it transfers electronically from the payer s account into the payee s account. This process is almost instantaneous and requires little or no paperwork. This chapter describes the procedures you perform from the Bank Accounts module of Payroll. Electronic Funds Transfer You can perform an electronic funds transfer from the Print Payroll Checks screen in Bank Accounts. For this procedure to work, you first must complete the procedures in the Getting Started chapter. Electronic Funds Transfer adds functionality to existing modules; therefore, it is important to complete the preliminary tasks in Security, Configuration, Employees, Query and Export, and Bank Accounts before you attempt to disburse any direct deposits. Three tabs appear on the Print Payroll Checks screen. A procedure for each tab appears in this section. In addition, we explain how you can test your check alignment and run a pre-check report from the Print Payroll Checks screen. Completing the Criteria tab 1. From Bank Accounts, select the Bank Account from which you want to print checks. 2. If you configured a particular bank account for use with multiple programs, the system prompts you to select the module for which you want to print checks. 3. Select File, Checks, Print Checks. The Print Payroll Checks screen appears with the Criteria tab selected. 4. Click Include and select All Employees, Selected Employees, or One Employee.

29 EFT PROCEDURES If you choose Selected Employees or One Employee, a search screen appears with filters to let you find and select specific employees. Once you find the employees, click Open. The program returns to the Print Payroll Checks screen and displays the selected employee or group name beside the Include button. 6. Select to pay employees who receive EFT notices or Split checks by marking the corresponding checkbox. 7. Select to print checks for all or specific calculations by marking the corresponding option. If you choose specific calculations, then click to select from a drop-down list. 8. Mark Create an output query of checks if you want to create a query of the checks created. 9. Click Next to proceed to the Calculations tab. Completing the Calculations tab 1. From the Print Payroll Checks screen, select the Calculations tab. 2. Mark the Pay? checkbox beside each employee whose paycheck you want to approve. 3. If you have a large number of employees to approve or deny paychecks, you can speed the process by using the Approve All and Unapprove All buttons. 4. Click Hide Details if you want to see only the calculations grid and not the details about a specific record. Once you click this button, it becomes the Show Detail button, allowing you to click back to the default setting. 5. Click Next to proceed to the Format tab. The program warns you if you attempt to pay a calculation when an earlier one exists; however, it does not prevent you from paying the latter calculation first. The latter calculation turns red and a warning message appears.

30 26 CHAPTER 3 Completing the Format tab (EFT option) This tab includes up to seven Format Options. We focus on the EFT option in this procedure. For information about the other options, please see the Printing Payroll Checks procedure in the Payroll for Windows User s Guide. 1. From the Format Options frame, select EFT. New information appears in the right box. 2. In the EFT Cycle frame, click and select a cycle. 3. From the Output file name field, click to select the path where you want to create electronic fund transfers. 4. In the summary box, review your parameters. 5. Click Modify EFT Parameters if you want to make changes. The Modify EFT Parameters screen appears. 6. Enter your changes and click OK to return to the Print Payroll Checks screen. 7. Click Print Checks Later if you want to save your settings and return to the EFT later. 8. Click Print Checks Now, and the program sends the information to the bank and to the printer if you selected Split checks from the Criteria tab. Testing check alignment It is a good idea to test check alignment to ensure checks are properly aligned in the printer. 1. From the Bank Accounts main screen, select File, Checks, Print Checks. The Print Payroll Checks screen appears.

31 EFT PROCEDURES Click Test Alignment. The Testing Form Alignment screen appears. If you use a dot matrix printer, you may need to use an actual check. 3. You can print to plain paper using sample data to test the alignment or use a check. If you use a check, the program defaults to the starting check number on the Format tab. You can mark the Increment starting check number to checkbox to have the program automatically update the starting check number. 4. Click Print to print the test for alignment. Running the Pre-check Report When you run the Pre-check Report, you can preview or print a check report before printing the checks. 1. From the Print Checks screen, click Pre-check Report. The report processes and appears on the Preview screen. 2. From the Preview screen you can review the report for accuracy and ensure the checks listed are those you want to print.

32 28 CHAPTER 3 3. Click to print the report. EFT Management Making an EFT account inactive You can use this feature to suspend an employee s EFT payments for a period. For example, you could use this procedure when someone is out on maternity leave or short-term disability. 1. From the selected employee record in Employees, select the EFT tab. 2. Highlight the account you want to make inactive, and click Open. The following screen appears. 3. In the EFT status field, click and select Inactive. 4. Select File, Save, and select Save and Close from the submenu. 5. If this EFT account is a Remainder account, a message appears asking you to confirm the Inactive status. Click Yes. The EFT Account screen closes, and the EFT tab reappears. Printing a regular check 1. From the selected employee record in Employees, select the EFT tab. 2. Highlight the account from which you want to print a regular check. 3. Click Open, or click New Account. The EFT Account screen appears. 4. For EFT status, select Print regular check. 5. Select an EFT account type: 6. Amount is a flat amount you select to pay by regular check.

33 EFT PROCEDURES Percent of net pay is a percentage of the net pay you want to pay by regular check. 8. Remainder is selected when an employee has pay deposited to two or more accounts. The remaining net pay is issued as a regular check. 9. If you mark EFT cycle, select a specific cycle; otherwise, it defaults to <All cycles>. This option is available only if you selected Amount or Percent of net pay as the EFT account type. 10. If you select Amount as the EFT account type, enter the Amount you want paid to the employee by regular check. 11. If you selected Percent of net pay as the EFT account type, enter the % of net pay that you want paid to the employee by regular check. 12. Select an Order of deposit using the arrows. This indicates the order in which payment is deposited into an employee s accounts. 13. This field is disabled if you select Remainder as the EFT account type since a remainder account is always the last account for deposits. 14. You can enter a note of up to 255 characters in the Notes text box. 15. Select File, Save. You can select Save, Save and New to create a new EFT account, or Save and Close to return to the main EFT tab screen. 16. You are now ready to proceed to the Bank Accounts module where you can print checks from the Print Payroll Checks screen by clicking File, Checks, Print Checks. The Amount or % of net pay field is disabled if you select Remainder as the EFT account type since a remainder account always receives the remaining amount or percentage of net pay deposited. Viewing the legend 1. From Employees, open an employee record and select the EFT tab.

34 30 CHAPTER 3 2. Select View, Legend. The following screen appears. 3. Click in the checkboxes next to the features to open the color palette and change the color. 4. Click Reset to change features back to their original color; or if you are satisfied with your changes, click OK. Renumbering checks for electronic funds transfers You can void selected written or unwritten checks, electronic funds transfers, or bank drafts. When you void an electronic funds transfer, the program does not automatically create a reversing transmission file. It is your responsibility to notify the bank of the voided electronic funds transfer. However, if it has been posted, it is reversed in the General Ledger. 1. From Bank Accounts, select File, Renumber Checks. The Renumber Checks screen appears. The Bank Register Legend screen allows you to select the color you want electronic funds transfers to appear in on the Bank Register. 2. Click and select Electronic Funds Transfers as the Transaction type. 3. Enter Original start #, Original end #, and New Starting #. 4. Click OK. Voiding a selected electronic funds transfer 1. From Bank Accounts, highlight the electronic funds transfer you want to void on the bank register.

35 EFT PROCEDURES Select File, Void, Selected Checks from the menu. The Void Selected Checks screen appears. 3. If you want the invoice or invoices associated with the voided electronic funds transfer deleted, mark the Delete checkbox. 4. Click Void to void the displayed electronic funds transfer, or click Void All to void all highlighted checks. Skip maintains the displayed check and moves to the next highlighted check. Whenever checks are voided, any associated 1099 totals are updated (i.e. reduced). Reports The Reports module allows you to use the information stored in your Payroll database to create reports. You can sort, select, and process different database information to print reports. Creating an EFT Report 1. From the Reports main screen, double click the Payroll Reports folder to open it. 2. Double click Transaction Reports. A list of transaction reports appears.

36 32 CHAPTER 3 3. Highlight EFT Report and select File, New. The New EFT Report screen appears. 4. On the General tab, enter an EFT file name, or click to search for the correct path. 5. Select the Format tab. 6. In the Format Options frame, select each option. 7. For each Format Option, enter or select the formatting information in the right frame that you want to use when printing the EFT report. 8. Select File, Save to save the report. 9. Click Preview to preview the report; you can print the report from the Preview screen. or 10. Click Print to print the report without previewing it. Including EFT on the Payroll Register Report 1. From the Reports main screen, double click the Payroll Reports folder to open it. 2. Double click Transaction Reports. A list of transaction reports appears.

37 EFT PROCEDURES Highlight Payroll Register and select File, New. The New Payroll Register screen appears. 4. In the Include Employees with these Payment Methods frame, mark EFT notices. This indicates you want to include electronic funds transfer information in the report. Import Importing EFT information You can import new EFT information or overwrite any existing EFT parameters.

38 34 CHAPTER 3 1. From Payroll, select Import. The following screen appears. 2. Open the Payroll folder, and select EFT. 3. Click Add a new EFT Import. The following screen appears. 4. This tab allows you to select import options. 5. From the What Do You Want To Do frame, select to Create new EFT records (import information) or Overwrite existing EFT records (update information).

39 EFT PROCEDURES From the What Do You Want To Do When a Table Entry Does Not Exist frame, select to Automatically create a new table entry (default) or Do not create a new table entry and process the record as an exception. 7. You can choose from five options at the bottom of the screen: Validate EFT data without performing an import Create an output query of EFT that are imported Create an output query of EFT that are updated Create control report Include exception detail 8. Click Next and the File Format tab appears. 9. This tab allows you to select a file name and format. 10. From the File name frame, click to find and select an import file path. 11. Enter an Import File Format, choosing from three options: Import file does not contain field names Field names are on the first line of the import file Field names are in a separate file 12. Mark Fields have Fixed Widths or Fields are Separated by Characters.

40 36 CHAPTER Click Next and the Fields tab appears. 14. This tab allows you to select the fields to import and the order in which they appear in the import file. 15. In the Use field, click to indicate where to add new EFT. 16. Select EFT fields and click the arrow keys to Import these eft fields. 17. Click Next. The Summary tab appears.

41 EFT PROCEDURES This tab allows you to review your selections and click Back to return to previous tabs to make changes. 19. Click Import Now. The program processes your request and imports the EFT information.

42 38 CHAPTER 3

43 EFT/ACH File Formats Contents Direct Debits File Header Record Company Batch Header Record Entry Detail Record Company/Batch Control Record File Control Record

44 40 APPENDIX A Direct Debits The following is the file layout for Direct Debit file transfers to a financial institution participating in the National Automated Clearing House Association. The file contains a file header record, followed by a company/batch header record, detail and addenda records, a company/batch control record, and a file control record. All alphanumeric and alphabetic fields must be left justified and space filled. All numeric fields must be right justified, unsigned, and zero filled. Characters used in ACH records are restricted to 0-9, A-Z, space, and those special characters which have an EBCDIC value greater than hexadecimal 3F or an ASCII value greater than hexadecimal 1F.

45 EFT/ACH FILE FORMATS 41 File Header Record Field Name Position Contents Record Type Code 1 1 Priority Code Immediate Destination 4-13 Transit\Routing # from Bank Account Information. Immediate Origin Defined in EFT Parameters on the Bank Information. This may be either the Transit\Routing # or Other. (If you select other, you can get this # from your bank. File Creation Date System Date YYMMDD File Creation Time System Time File ID Modifier For multiple files to be created on the same day - A Record Size Blocking Factor (If the file contains less than a multiple of 10 lines (a full block) it will be padded with 9 s until the block is filled.) Format Code Immediate Destination Name Bank Name from Bank Account Information. Immediate Origin Name Name of organization from Configuration. Reference Code Pulls from File Format section of EFT Parameters in Bank Account. Company/Batch Header Record Field Name Position Contents Record Type Code 1 5 Service Class Code Credits and Debits Company Name 5-20 Short Name from Configuration Company Discretionary Data 21-40

46 42 APPENDIX A Field Name Position Contents Company Identification Federal Tax ID defined on General Tab of Configuration. Standard Entry Class Code PPD Company Entry Description Miscellaneous Field on EFT Parameters. Company Descriptive Date Optional Date displayed to donor Effective Entry Date Financial Processing Date from Generate TS Form Settlement Date Inserted by Receiving ACH operator Originator Status Code Originating DFI ID Transit Routing # from Bank Account Information. Batch #

47 EFT/ACH FILE FORMATS 43 Entry Detail Record Field Name Position Contents Record Type Code 1 6 Transaction Code for payment and 28 for prenote (checking) 37 for payment and 38 for prenote (savings) Receiving DFI ID 4-11 Transit/Routing # from EFT tab of Employee Record. Check Digit Multiply each digit in the Routing # by the weighting factor*, add the results of the eight multiplications, and subtract the sum from the next highest multiple of 10. DFI Acct. # Bank Account # from EFT tab of Employee record. Amount $ Identification # Alphameric Receiving Company Name Name Discretionary Data Discretionary Code defined on the EFT tab of the Employee. Defined by Organizations bank. Addenda Record Indicator Trace Number Generated Company/Batch Control Record Field Name Position Contents Record Type Code 1 8 Service Class Code 2-4 Generated Entry Addenda Count 5-10 Generated Entry Hash Generated Total Debit Entry Dollar Amount Total Credit Entry Dollar Amount Generated Generated

48 44 APPENDIX A Field Name Position Contents Company Identification Same as in Company Batch Header Record positions Message Authentication N/A Reserved N/A Originating DFI ID Transit Routing # from the Bank Account Information. Batch Number Generated File Control Record Field Name Position Contents Record Type Code 1 9 Batch Count 2-7 Count of all Batch Header Records Block Count 8-13 Number of blocks (groups of 10 records (or 940 characters) Entry Addenda Count Tally of detail and addenda records Entry Hash Receiving DFI ID Total Debit Entry Dollar Amount Total Credit Entry Dollar Amount Sum of all transactions Zero filled Reserved Blank

49 GLOSSARY 45 Glossary Symbols * (asterisk) a wildcard operator used in Global Change. Using * as a wildcard tells the program that * can stand for any string of characters. For example, when searching for someone whose last name is Johnson, but you are not sure how to spell it, you want to search for Jo*son or Jo*s?n (if you are not sure of the ending). This would return results like Jonson, Jonsen, Johnson, Johnsen, etc. < > information contained between the greater than and less than sign is used as an example. The exception occurs when you define criteria as punctuation written out between the signs, then the greater than/less than signs represent the punctuation mark. For example, <hyphen> means the hyphen symbol is included. % (percent) found in Query and Export, the percent sign can replace a series of characters. For example, if you query to find a note written by someone with a last name beginning with John, you can use the criteria Author Like John%. The program selects notes with Author beginning with John (e.g., Johnson, Johnston, Johns, and Johnathan-Willis).? (question mark) a wildcard operator used in Global Change. Using? as a wildcard tells the program that? can stand for one character. For example, if you are searching for someone whose last name is Johnson, but you are not sure if it is spelled with an o or an e at the end, you want to search for Johns?n. This would return results like Johnson, Johnsen, Johnsan, etc. A Accounting Queue Blackbaud s optional module that is used to perform a sequence of tasks that can be executed automatically and unattended. account number segments a series of numbers, which creates a Blackbaud General Ledger account number. For example, The first number in the series is always the fund code. This is followed by user-determined segments, which could be the actual account number, department code, and/or location code. Account number segments are defined in Configuration on the Account Number tab. Accounts a Blackbaud module found in General Ledger where you add, edit, and delete account records as well as enter budget information, organize and maintain your Chart of Accounts, and copy a range of accounts from one fund to another. Accounts Payable Blackbaud s comprehensive check writing and payment information program. It helps you manage your expenses and plan your payment schedule. Accounts Receivable Blackbaud s comprehensive billing and customer information program. It helps you manage your receivables and plan your cash flow. Along with customer account management, you can use this program for billing and payment applications, creating invoices, statements, and correspondence, as well as producing reports. accrual the accumulation of assets, expenses, liabilities, or revenue items whose value has been determined but for which no cash has yet been transferred. accumulated depreciation the cumulative amount of all depreciation (includes prior years and year-to-date depreciation). accumulated depreciation account the account to which accumulated depreciation is expensed. It is a contra asset account. accumulated depreciation journal reference the transaction identification numbers defined on the General Ledger tab in Configuration. These transaction numbers serve as an identifier for all accumulated depreciation when posting to a general ledger. ACH Automated Clearing House. A regional entity that electronically processes fund transfers between banks. ACH Credit an electronic funds transfer (EFT) initiated by an employer to a designated financial institution for the amount of a tax payment. ACH Debit an electronic funds transfer (EFT) in which a designated bank, with employer authorization, notifies the employer s bank to transfer funds. ACRS (Accelerate Cost Recovery System) a method of depreciation used for assets that were placed in service after 1980, but before Add a Global Change function that adds a value to a field. This value can either replace the current value or make no changes to the current data, depending on whether you mark Overwrite existing value. adjustment a debit or credit added to your bank account to bring the account in balance.