AFN-StudentBillingEFTGuide-040904

040904 2004 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-StudentBillingEFTGuide-040904

Student Billing EFT Guide ESTABLISHING EFT INFORMATION.......................1 Configuration Module.................................................. 2 Security Module....................................................... 2 Bank Accounts Module.................................................. 3 Procedures............................................................ 3 EFT PROCEDURES...................................13 Students Module...................................................... 14 Cash Receipts Module................................................. 17 Reports.............................................................. 22 Query and Export..................................................... 23 EFT/ACH FILE FORMATS............................25 Direct Debits......................................................... 26 INDEX............................................31

Establishing EFT Information In This Chapter Configuration Module.............................................2 Security Module..................................................2 Bank Accounts Module............................................3 Procedures......................................................3 Configuration.....................................................3 Security Module...................................................6 Bank Accounts Module.............................................8

2 CHAPTER 1 Before you can set automatic payments in Students, you must establish Electronic Funds Transfer information in Configuration, Security, and Bank Accounts. Welcome to Blackbaud s Electronic Funds Transfer, an exciting product that allows you to transfer payments electronically from bank to bank through Blackbaud s Student Billing 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, and 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, a parent does not have to mail a check each month for the child s tuition payment plan (requiring paperwork and processing time). Instead, you and the parent can set up a direct debit from the parent s checking account to electronically debit the payment amount from the account and deposit the payment into the school s account on a certain day each month. Blackbaud s optional Electronic Funds Transfer module adds electronic transfer capabilities throughout existing modules of Student Billing. Electronic Funds Transfer does not appear as a module on the Student Billing 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: Configuration, Security, Bank Accounts, Students, Reports, Query and Export, and Cash Receipts. Electronic Funds Transfer allows you to set up your bank account information to process electronic fund 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. Configuration Module Electronic Funds Transfer adds fields and options to the following modules: Configuration, Security, Bank Accounts, Students, Reports, Query and Export, and Cash Receipts. In Configuration, you enter the EFT ID on the General tab. The EFT ID is used in the electronic transfer file to identify your organization. You should obtain this number from your financial institution. You can create a default EFT payment statement reference. For example, you can include EFT Payment Received -Thank You as the statement reference. From the Configuration Preferences tab, select System preferences, Statements option. Security Module You must establish security access before you can set up automatic payments, generate automatic payments, create the EFT file, query, or export any Electronic Funds Transfer information.

E STABLISHING EFT INFORMATION 3 Electronic Funds Transfer adds security options to these Student Billing modules: Students: Additional privileges for student, parent/guardian, and organization records that include view, add, edit, and delete from the Automatic Payments tab and the Bank tab. Cash Receipts: The Generate Automatic Payments and Create EFT File checkboxes allow you to restrict the generation of automatic payments and the creation of the electronic transfer file. You must establish Electronic Funds Transfer information in Configuration, Security, and Bank Accounts to enable the Electronic Funds Transfer options in the other standard modules. Bank Accounts Module In Bank Accounts, you set up the Electronic Funds Transfer parameters for your Student Billing bank. The information established on the bank account record identifies your organization and your bank when you create EFT files for your payers. The EFT files then generate automatic, direct-debit payments from your payers bank accounts. Procedures The following procedures show you how to establish EFT information in Configuration, Security, and Bank Accounts. Configuration Establishing Electronic Funds Transfer Information in Configuration 1. From the program menu, select Student Billing and Configuration. The General tab appears. 2. Enter the EFT ID provided by your financial institution.

4 CHAPTER 1 This is the only Electronic Funds Transfer information required in Configuration. You can add a custom EFT statement reference or exit. The next procedure explains how to add a custom statement reference. 3. You can now select File, Exit or File, Exit and Sign Out. A confirmation message appears. 4. Click Yes. Adding a Custom EFT Statement Reference 1. From Configuration, select the Preferences tab. The User Preferences options appear. 2. Mark System Preferences. The Duplicate Criteria options appear. 3. Mark Statements in the System Preferences frame. New options appear.

E STABLISHING EFT INFORMATION 5 4. In the Statement References frame, mark EFT Payment. The following screen appears. 5. Click Fields. The Define Statement Fields screen appears. 6. Enter your custom statement reference in the first empty line. For example, type EFT Payment - Thank You. 7. Click OK. The program returns to the Preferences tab.

6 CHAPTER 1 8. In the Reference Field Name column, click the down arrow, then select the comment you want printed on your EFT Payment Statement from the drop-down list. For example, select EFT Payment - Thank You. 9. Enter the length of the message (for example, 23) in the Length column. 10. Select File, Exit or File, Exit and Sign Out. A confirmation message appears. 11. Click Yes. Security Module Entering Electronic Funds Transfer Security Information 1. From the program menu, select Student Billing and Security. The Blackbaud Security screen appears.

E STABLISHING EFT INFORMATION 7 2. Highlight the group for which you are entering Electronic Funds Transfer security information. 3. Select File, Open. The selected group s record appears. 4. Select the Student Billing tab. The Group Privileges frame appears. 5. In the Group Privileges frame, mark the Students checkbox and highlight Students.

8 CHAPTER 1 6. Click Options. The Security Options screen appears. A group with rights to delete student records automatically has rights to delete automatic payments. 7. Mark the checkbox and highlight Students. 8. In the Automatic Payments row, mark the checkboxes for the access rights you wish this group to have (choose View, Add, or Edit). 9. Complete the selections for all three record types, and then click OK. The group record appears. 10. Click OK. The program returns you to the Blackbaud Security screen. 11. Select File, Exit or File, Exit and Sign Out. Bank Accounts Module In Bank Accounts, you enter the Electronic Funds Transfer parameters for your Student Billing bank. The Electronic Funds Transfer information entered here identifies your organization and bank when you create automatic payments. Establishing Electronic Funds Transfer parameters for your bank account 1. From the program menu, select Student Billing and Bank Accounts.

E STABLISHING EFT INFORMATION 9 2. Select your Student Billing bank from the Bank Account drop-down list. The SB Bank Account screen appears. Your financial institution can provide information about the Electronic Funds Transfer parameters required. 3. Select File, Bank Information. The Bank Information screen appears.

10 CHAPTER 1 4. Select the Blackbaud Systems tab. The program options screen appears. The appearance of this screen may vary, because only Blackbaud programs present in your database appear. 5. Highlight Student Billing to display the Student Billing Options grid.

E STABLISHING EFT INFORMATION 11 6. Click Electronic Funds Transfer. The Modify EFT Parameters screen appears. 7. Enter the Default output file path to the folder where you want to create the electronic transfer files. You can click to search for the folder. 8. If required by your bank, enter a Header record reference in the File Format frame. 9. Mark Create credit transaction to automatically add a credit transaction to the Electronic Funds Transfer file. 10. Mark Include carriage return/line feed to insert a CR/LF indicating the end of a line in the electronic transfer file. 11. In the Immediate Origin frame, mark Transit/Routing no. to use the account s standard routing number as the identifier in the electronic transfer file. 12. You can mark Other, and then enter a custom identifier. 13. In the Miscellaneous frame, enter a two-character Entry description. This is an optional code your financial institution may provide. 14. In the Logon Card(s) frame, click Insert to create a logon card. The logon card options activate. The program does not require file format information. However, your financial institution may have specific file format guidelines for you to follow. You should obtain logon card information from your financial institution. You can create up to five logon cards. 15. Mark Freeform or Fixed length to determine the format of the character string. If you mark Fixed length, enter the number of characters allowed. 16. Enter the Control string characters.

12 CHAPTER 1 17. The Logon card no. automatically fills in. You can add more logon cards by clicking Insert again. 18. Click OK to save the Electronic Funds Transfer parameter information and return to the Blackbaud Systems tab. 19. Click OK to return to the main Bank Accounts screen. 20. Select File, Exit or File, Exit and Sign Out.

EFT Procedures In This Chapter Students Module................................................14 Cash Receipts Module............................................17 Generate Automatic Payments......................................18 Create EFT File..................................................20 Reports........................................................22 Query and Export...............................................23

14 CHAPTER 2 Blackbaud s optional Electronic Funds Transfer module adds electronic transfer capabilities throughout existing modules of Student Billing. Electronic Funds Transfer does not appear as a module on the Student Billing 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: Configuration, Security, Bank Accounts, Students, Reports, Query and Export, Cash Receipts, and Utilities and Housekeeping. This chapter explains the procedures you use to establish payer account information and create automatic payments. Students Module In Students, you can set up electronic automatic payments for any payer. The Bank tab and the Automatic Payments tab appear on all records for organizations, parent/guardians, and students marked as payers. Once you establish bank and account information for a payer, you can create an automatic payment plan for a fixed or variable amount. Setting up bank and account information for a payer 1. From Students, select File, Open, and open a payer s record. 2. Select the Bank tab. The default status, Inactive, does not allow the creation of EFT transactions. Pre-note allows you to create a test transaction for bank and account verification. Active allows the creation of electronic file transactions. 3. Select a Status for the bank (choose Inactive, Pre-note, or Active). 4. Select the Account type (choose Checking, Savings, or Other). 5. Enter the Account # and the Routing #. Unless the status is Inactive, these numbers are required and identify the bank and account. 6. If required by your bank, enter the two-digit EFT Discretionary code. 7. Enter the bank information. 8. You must enter the Bank name. The bank Address and Phone(s) information is optional. 9. Enter any Notes you want associated with the bank. 10. Select File, Save.

EFT PROCEDURES 15 Creating an automatic payment plan for a payer 1. From the payer s record in Students, select the Automatic Payments tab. 2. Click Add. The Create Automatic Payment Plan screen appears, with the General tab displayed. Note: the Students tab does not appear on student records. 3. Enter a Description for the automatic payment plan (50 character maximum). 4. If you do not want the program to create new payments from the plan, mark the Inactive - Do not create new transactions for this payment plan checkbox. 5. For Open Item systems only, if you want the program to automatically apply payments to charges for a student, according to existing, default applications specified, mark Automatically apply payments. 6. Mark the type of plan you are creating. 7. If this is a Variable Amount Plan meaning the entire balance due is automatically drafted from the designated account skip to step 15. 8. If this is a Fixed Amount Plan meaning fixed amounts are drafted according to a schedule continue with step 7.

16 CHAPTER 2 9. If this is a Fixed Amount Plan, enter the Payment amount. 10. If this is a Fixed Amount Plan, mark Create EFT transactions. 11. If this is a Fixed Amount Plan, click Create Schedule. The Fixed Amount Payment Plan screen appears. 12. Select the Frequency (choose Annually, Monthly, Weekly, or Irregular). With Monthly selected, the screen appears as follows. 13. Enter the # Payments. 14. Enter specific days or dates on which to schedule automatic payments. 15. Enter a Starting on date. 16. Click Update to view the schedule of payments according to the parameters you specified. 17. Click OK. 18. Select the Students tab. The following screen appears.

EFT PROCEDURES 17 19. Select the students whose charges you want to include in the automatic payment plan. 20. Highlight a student, then click the single, right arrow button to move the student to the Include all charges for box. 21. Select the Payments tab. The following screen appears. The payer s name also appears on the Students tab, even if the payer is a parent/guardian or organization. This allows the payer to use the payment for items assigned to them. 22. The scheduled, generated, or both types of automatic payments appear, according to the View option marked. 23. Select the Notes tab, then enter any notes in the text box. 24. Click OK. The Automatic Payment appears on the payer s record. You can highlight a scheduled grid and click Cancel Scheduled Payment to delete a single scheduled payment without disrupting the rest of the schedule. 25. Select File, Save. Then select Save, Save and New, or Save and Close. 26. Select File, Exit or File, Exit and Sign Out. Cash Receipts Module In Cash Receipts, you generate automatic fixed amount payments. You can create EFT files of all generated automatic payments.

18 CHAPTER 2 Generate Automatic Payments Variable amount automatic payments generate automatically as part of the statement run. The Generate Automatic Payments option on the File menu generates fixed amount payments. This process creates a new deposit with the automatic payments as receipts; you cannot manually add additional receipts to this deposit. Generating automatic payments 1. From Cash Receipts, select File, Generate Automatic Payments. The Generate Fixed Amount Automatic Payments screen appears, with the Criteria tab displayed. A sample Automatic Payments control report is on page 46. 2. Click Include to select the records to include in the automatic payment generation (choose All Records, Selected Records, or One Record). 3. In the Include these Scheduled Receipt Dates frame, select a Date from the drop-down list (for example, All dates, <Specific Range>, and This month). 4. Mark View results before generating payments to view a list of payments to be generated before starting the automatic generation process. 5. Mark Print control report to print a report of the generated payments. 6. Mark Create output query to create a query of automatic payments created with this process.

EFT PROCEDURES 19 7. Select the Deposit tab. The following screen appears. 8. You must enter a Deposit date and an Entry date. 9. Select a Deposit status (choose Open or Closed). 10. Enter a Description for the deposit. 11. You can enter the Projected # receipts and Projected receipt total for this deposit. You can use these numbers as accuracy checks before posting. 12. Select the Receipt tab. The following screen appears. The Bank account and GL cash account numbers default from your Student Billing bank record. You cannot change these fields. 13. The information entered on this tab applies to each receipt for each automatic payment generated. 14. Select the Receipt date (choose Use scheduled date, Use deposit date, or Use specific date). 15. Select the Post status for the receipts (choose Not Yet Posted or Do Not Post). 16. Select a Post date (choose Use receipt date or Use specific date). If you select Use specific date, enter the date. 17. You can enter a Description and select a Source from the drop-down list. 18. Click Generate to begin the automatic payment generation process. If you select Do Not Post, the receipt activity does not post to your general ledger.

20 CHAPTER 2 19. If you marked View results before generating payments on the Criteria tab, the Generate Automatic Payments screen appears. 20. In the Generate column mark the checkbox for each payment you wish to generate. 21. Click Create Now to run the generate process. The processing progress screen appears. 22. A confirmation message appears when the process is complete. 23. Click OK. You return to the Cash Receipts main screen. 24. Select File, Exit or File, Exit and Sign Out. Create EFT File The Create EFT File option on the File menu creates the electronic transfer files to send to your clearinghouse organization. The transfer file includes all receipts with the payment method EFT Automatic Payment.

EFT PROCEDURES 21 Creating an EFT file 1. From Cash Receipts, select File, Create EFT File. The Create Electronic Funds Transfer File screen appears, with the Criteria ab displayed. Before you can create the transfer file, the bank must be set up for electronic fund transfer. 2. The Student Billing bank enters automatically in the Create transfer file for this bank account field. You cannot edit this field. 3. Enter the Financial processing date. 4. In the Include Receipts in these Deposits frame, mark Open deposits, Closed deposits, or Both. 5. You can select Deposit dates to use. Select <All dates>, <Specific range> (you must then enter the date range), or from a list of system-defined date ranges such as This week, Last week, and This month. 6. Mark Include pre-note transactions only, if you want to include only pre-note (test) transactions in the EFT file. 7. If Student Billing is the only program you use to create electronic files, it is already marked in the Include deposits with these origins frame. 8. Mark Change deposit status to closed after file has been created to set the status of the included deposits to Closed. 9. Select the Deposits tab. The following screen appears.

22 CHAPTER 2 10. In the Print column, mark the deposits to include in this transfer file. 11. Select the Transfer File Options tab. The following screen appears. 12. The information on this tab defaults from the Modify EFT Parameters screen in Bank Accounts. However, you can make changes to the defaults and, if desired, mark Save these changes to the bank account record. Refer to the section about Bank Accounts for additional information. 13. Click Create Now to create the EFT file. A confirmation message appears when the file is complete. 14. Click OK. The program returns to Cash Receipts. 15. Select File, Exit or File, Exit and Sign Out. Reports You can include information and fields from the Bank and Automatic Payments tabs of payer records in certain reports, such as Organization Profile, Parent/Guardian Profile, and Student Profile. The Deposit Summary report can contain deposits created by the automatic generation of payments. You can set up certain activity reports to include automatic payment information. Please refer to the Reports chapter of the Student Billing for Windows User s Guide for additional information.

EFT PROCEDURES 23 Query and Export You can include information and fields from the Bank and Automatic Payments tabs of payer records in Students in certain queries or exports. Please refer to the Query and Export chapter of the Student Billing for Windows User s Guide for additional information.

24 CHAPTER 2

EFT/ACH File Formats Contents Direct Debits.....................................................2 File Header Record................................................2 Company Batch Header Record......................................3 Entry Detail Record................................................4 Company/Batch Control Record......................................4 File Control Record................................................5

26 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.

EFT/ACH FILE FORMATS 27 File Header Record Field Name Position Contents Record Type Code 1 1 Priority Code 2-3 01 Immediate Destination 4-13 Transit\Routing # from Bank Account Information. Immediate Origin 14-23 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 24-29 System Date YYMMDD File Creation Time 30-33 System Time File ID Modifier 34-34 For multiple files to be created on the same day - A Record Size 35-37 094 Blocking Factor 38-39 10 (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 40-40 1 Immediate Destination Name 41-63 Bank Name from Bank Account Information. Immediate Origin Name 64-86 Name of organization from Configuration. Reference Code 87-94 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 2-4 200 - Credits and Debits Company Name 5-20 Short Name from Configuration Company Discretionary Data 21-40

28 APPENDIX A Field Name Position Contents Company Identification 41-50 Federal Tax ID defined on General Tab of Configuration. Standard Entry Class Code 51-53 PPD Company Entry Description 54-63 Miscellaneous Field on EFT Parameters. Company Descriptive Date 64-69 Optional Date displayed to donor Effective Entry Date 70-75 Financial Processing Date from Generate TS Form Settlement Date 76-78 Inserted by Receiving ACH operator Originator Status Code 79-79 1 Originating DFI ID 80-87 Transit Routing # from Bank Account Information. Batch # 88-94 1

EFT/ACH FILE FORMATS 29 Entry Detail Record Field Name Position Contents Record Type Code 1 6 Transaction Code 2-3 27 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 12-12 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. # 13-29 Bank Account # from EFT tab of Employee record. Amount 30-39 $ Identification # 40-54 Alphameric Receiving Company Name 55-76 Name Discretionary Data 77-78 Discretionary Code defined on the EFT tab of the Employee. Defined by Organizations bank. Addenda Record Indicator 79-79 0 Trace Number 80-94 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 11-20 Generated Total Debit Entry Dollar Amount Total Credit Entry Dollar Amount 21-32 Generated 33-44 Generated

30 APPENDIX A Field Name Position Contents Company Identification 45-54 Same as in Company Batch Header Record positions 41-50. Message Authentication 55-73 N/A Reserved 74-79 N/A Originating DFI ID 80-87 Transit Routing # from the Bank Account Information. Batch Number 88-94 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 14-21 Tally of detail and addenda records Entry Hash 22-31 Receiving DFI ID Total Debit Entry Dollar Amount Total Credit Entry Dollar Amount 32-43 Sum of all transactions 44-55 Zero filled Reserved 56-94 Blank

INDEX 31 Index A automatic payment plan create, EFT 15 automatic payments generate, EFT 18 B bank account information set up EFT 14 bank accounts electronic funds transfer 3 C Cash Receipts module EFT 17 create EFT file 20 E Electronic Funds Transfer bank accounts 3 cash receipts 17 establish parameters 8 file, creating 20 installing 2 overview 2 query and export 23 reports 22 security 2 students 14 establish EFT parameters 8 I installation EFT 2 O overview Electronic Funds Transfer 2 P parameters, establish EFT 8 payer bank account information, EFT 14 create automatic payment plan, EFT 15 payment plan automatic EFT 15 payments, generate automatic EFT 18 Q query and export, EFT 23 R reports, electronic funds transfer 22 S security electronic funds transfer 2 set up payer bank account information, EFT 14 students electronic funds transfer 14 F file, create EFT 20 G generate automatic EFT payments 18

32 I NDEX