120506 2006 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-AccountsPayableEFTGuide-120506
Electronic Funds Transfer Guide ELECTRONIC FUNDS TRANSFER.........................1 Electronic Funds Transfer............................................... 2 Vendors............................................................ 2 Bank Accounts...................................................... 3 Checks............................................................. 7 Reports............................................................ 9 Utilities and Housekeeping............................................ 10 EFT/ACH FILE FORMATS............................13 Direct Debits......................................................... 14 File Header Record.................................................. 15 Company/Batch Header Record........................................ 15 Entry Detail Record.................................................. 17 Company/Batch Control Record........................................ 17 File Control Record.................................................. 18
Electronic Funds Transfer In This Chapter Electronic Funds Transfer.........................................2 Vendors.........................................................2 Bank Information Tab...........................................2 Bank Accounts....................................................3 Blackbaud Systems Tab..........................................4 Electronic Funds Transfer Options..................................5 Checks..........................................................7 Prenote Authorization File........................................7 Modify EFT Parameters..........................................9 Reports..........................................................9 Cash Disbursement Journals......................................9 Utilities and Housekeeping.........................................10 System Statistics...............................................11
2 CHAPTER 1 Electronic Funds Transfer For the latest documentation and information, visit our Web site at www. blackbaud.com. Electronic funds transfer is the name given to the general banking system by which transactions, such as deposits or bill payments, are made through computer databases and electronic files. Electronic funds transfer transactions take place electronically, requiring little or no paperwork. Money does not physically change hands. It is transferred electronically from the payer s account into the payee s account. The process is almost instantaneous and most of the bookkeeping is done online. Blackbaud s optional Electronic Funds Transfer module adds fields and options to the Vendors, Bank Accounts, Reports, and Utilities and Housekeeping modules of the Accounts Payable program. In Accounts Payable, you can pay invoices by checks, bank drafts, or electronic funds transfers. Vendors is where you select the payment method for any existing invoices. In Bank Accounts, you can allow electronic funds transfers, define parameters for electronic funds transfers, and establish interfund transfer entries to use for posting. An Electronic Funds Transfer screen, which you can access from the Blackbaud Systems tab, is available in Bank Accounts. On this screen you designate specific information for electronic funds transfers including the default output file path, file format, and logon card(s), as required by different banks. Before you begin electronic funds transfers for your vendors, the receiving bank(s) often requires a Prenote Authorization File. Bank Accounts is where you create a Prenote Authorization File. In Reports, you can include electronic funds transfers in your reports by marking the Electronic funds transfers checkbox on the General tab for Cash Disbursement Journals. The System Statistics screen in Utilities and Housekeeping displays the latest information about your program and the records in your database. You can view the number of electronic funds transfers on this screen. Vendors In Accounts Payable, you can pay invoices by checks, bank drafts, or electronic funds transfers. Vendors is where you select electronic funds transfer as the payment method for any existing invoices. You can access existing invoices from the Vendors Activity tab or by selecting File, Open, and searching for the desired record. Bank Information Tab To allow electronic payments for a vendor, select the Bank Information tab of that vendor and enter the desired information. You can also set up a destination bank account for each vendor on this tab.
E LECTRONIC FUNDS TRANSFER 3 Establishing a payment method If you unmark Allow Electronic Payments, any existing, unpaid invoices set up for electronic payments are not modified. If desired, you can change the payment method for any existing invoices. 1. From the selected vendor record, select the Bank Information tab. When the optional Electronic Funds Transfer module is not present, the default payment method is always Check, although you can select Bank Draft on an invoice-by-invoice basis. 2. Mark Allow Electronic Payments. The program allows EFT and Bank Draft as available payment options on invoices and recurring invoices. If you unmark the Allow Electronic Payments checkbox, any existing, unpaid invoices remain set up for electronic payment. If desired, you can modify existing invoices to no longer allow electronic payment. 3. Use the drop-down list in the Account type field to select the type of bank account. Select from Checking, Savings, and Other. 4. The Default Payment Method is Check, unless electronic payment is allowed, in which case you can select from the list of available defaults. 5. Enter the Account # field. 6. Enter the Routing # field. 7. Enter the Bank name, and Address. 8. In the phones grid, use the down arrow to select the type of phone and enter the number. The program can store unlimited phone numbers for this bank record. 9. If desired, enter any notes regarding this account. Bank Accounts Bank Accounts of Accounts Payable is where you add, edit, and delete bank account information, establish references between bank accounts, and view the bank register. You can also define parameters for electronic funds transfers and establish interfund transfer entries to use for posting. Bank Accounts is also the central location for printing checks, writing direct disbursements, recording manual checks, printing the bank register, clearing checks, and voiding checks.
4 CHAPTER 1 Blackbaud Systems Tab The Blackbaud Systems tab is where you designate specific options that deal with Bank Accounts and how it works with other Blackbaud programs. This tab is where you allow electronic funds transfers. Allowing electronic funds transfer When you enable electronic funds transfers, enter a numeric transaction number from which to start the transaction series. Electronic funds transfer transactions use a numbering system independent of checks. 1. From Bank Accounts, click File, New Bank Account. The Add a Bank Account screen. 2. Enter a unique, alphanumeric identification in the Account ID field. 3. Enter a Description of the bank account and the Account type. 4. Enter the bank assigned Account no. 5. Enter the Bank name. All other fields on the Bank Account tab are optional.
E LECTRONIC FUNDS TRANSFER 5 6. After entering the desired information on the Bank Account tab, select the Blackbaud Systems tab. 7. Mark the Accounts Payable checkbox on the left side of the screen. This indicates the bank account is available for use in Accounts Payable. 8. Mark the Allow Electronic Funds Transfers checkbox and enter the next transaction number. 9. Mark either Single set of accounts or Multiple sets of accounts (one set per fund) in the General Ledger Account Numbers frame. 10. Enter information in the Cash, AP Summary, Discount, Encumbrance, and Default Project columns of the grid. Use the lookup icon to locate the desired accounts. 11. Click OK. Electronic Funds Transfer Options The Electronic Funds Transfer screen is where you designate specific information for electronic funds transfers including default output file path, file format, and logon card(s), as required by different banks. To access this screen, click Electronic Funds Transfer on the Blackbaud Systems tab of the bank account.
6 CHAPTER 1 Establishing Electronic Funds Transfer files for an account Much of the information you need for setting up electronic funds transfers will be provided by your bank. 1. From the Blackbaud Systems tab of the appropriate bank, click Electronic Funds Transfer. Your financial institution can provide you with the correct numbers and logon card information. 2. Enter the directory path for Electronic Funds Transfer output files. If necessary, use the browse button to locate the directory path. 3. In the File Format frame, enter the eight character reference you want to use in the header record. 4. Mark Create debit transaction if you want the program to automatically create a debit transaction in the Electronic Funds Transfer file during check run. 5. Mark Include carriage return/line feed if you want the program to append a carriage return/line feed to indicate end of line in the Electronic Funds Transfer file. 6. Choose the appropriate Immediate Origin option. 7. Mark Transit/Routing no. if you want to use the Bank Transit/Routing number during creation of the Electronic Funds Transfer file. 8. Mark EIN if you want to use your company s electronic identification number. 9. Mark Other if you want to use another origin number when creating the Electronic Funds Transfer file. When marked, enter the origin number. 10. In the Miscellaneous frame, type your Entry Description and select your Company ID prefix. 11. For the Entry Description, you can enter a ten-character code that is transmitted to the bank in the Electronic Funds Transfer file. 12. Choose from 1- EIN, 3-DUNS, or 9-User Assigned for your Entry Description. 13. Enter your logon card information in the Logon Card frame. This field is enabled only when logon cards exist for the current bank account and the current logon card number is displayed. As new cards are inserted, they are filed in increments of one.
E LECTRONIC FUNDS TRANSFER 7 14. Click OK to save the bank record. Checks If you have configured a particular bank account for use with multiple programs, the program prompts you to select the module for which you want to print checks. In Accounts Payable, you can pay invoices by printing checks or by electronic funds transfer. From Bank Accounts you can also export the bank register to Excel and perform a budget verification to check your current spending against General Ledger budget information. Prenote Authorization File Before you begin electronic funds transfers for your vendors, the receiving bank(s) often requires a Prenote Authorization File. This is a test record sent to the bank to ensure the file is transmitting correctly with the proper coding, amounts, and account numbers. Bank Accounts is where you create a Prenote Authorization File, renumber checks/electronic funds transfers, and void selected electronic funds transfer checks. Creating a prenote authorization file 1. From Bank Accounts, select the appropriate bank account and select File, Checks, Create Prenote Authorization File from the menu. The Create Prenote Authorization File screen appears. 2. Click the search icon to locate the appropriate vendor query group. 3. Enter the name of the file you are creating in the Output file name field. If a file already exists, click the browse button to locate and select the file. 4. If necessary, click Modify EFT Parameters. 5. Click Create Prenote File Now.
8 CHAPTER 1 Renumbering electronic funds transfers Use the Renumber checks utility to modify the electronic funds transfer numbering system and starting number. 1. From Bank Accounts, select File, Renumber Checks from the menu. The Renumber Checks screen appears. The Bank Register Legend screen allows you to select the color you want electronic funds transfers to appear on the Bank Register. 2. Use the drop-down list to select Electronic Funds Transfers as the transaction type, and enter the start, end, and new starting numbers. 3. Click OK. Voiding a selected electronic funds transfer You can void selected written or unwritten checks, electronic funds transfers, or bank drafts. When you void an electronic funds transfer, no reversing transmission file is created. 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, highlight the electronic funds transfer you want to void on the bank register. 2. 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.
E LECTRONIC FUNDS TRANSFER 9 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. Modify EFT Parameters Parameters to modify include the output file path, the file format, the origin, and the logon card. Whenever checks are voided, any associated 1099 totals are updated (i.e. reduced). Modifying EFT parameters 1. From Bank Accounts, select File, Bank Account List. Select the record you want to modify and click Edit Bank Info. 2. Select the Blackbaud Systems tab, and click Electronic Funds Transfer. 3. Edit the appropriate information. 4. Click OK. Reports The Reports module allows you to use the information stored in your Accounts Payable database to create reports. You can sort, select, and process different database information to print in convenient reports. On the General tab for Cash Disbursement Journals, you can include electronic fund transfers in the report. Cash Disbursement Journals This report is a listing of all payments made within a specified time frame. Included are the accounts affected by the payment and the associated debit/credit amount, as well as the invoice detail. You also get an account summary of all debits and credits at the end of the report.
10 CHAPTER 1 Including electronic fund transfers on Cash Disbursement Journals 1. From Reports, double click the Accounts Payable Reports folder on the left side of the main screen. 2. Open the Vendor Reports folder and select Cash Disbursement Journals. 3. Mark the Electronic fund transfers checkbox in the Payment Types to Include frame. This indicates you want to include electronic fund transfer information in the report. Utilities and Housekeeping Utilities and Housekeeping is where you perform general database tasks such as viewing system statistics, purging data, running a duplicate vendor report, defining electronic signatures, validating the database, printing a pre-posting report, and posting to General Ledger.
E LECTRONIC FUNDS TRANSFER 11 System Statistics The System Statistics screen displays the latest information about your program and the records in your database. You can view the number of electronic funds transfers on this screen in Utilities and Housekeeping. Viewing the number of electronic funds transfers System statistics provide you with current counts of all transactions, as well as the date the last post to General Ledger was made. 1. From Utilities and Housekeeping, select File, System Statistics. The System Statistics screen appears. 2. Click Refresh to update and recalculate the statistics before viewing. 3. Click Close to exit.
12 CHAPTER 1
EFT/ACH File Formats Contents Direct Debits....................................................14 File Header Record...............................................15 Company Batch Header Record.....................................15 Entry Detail Record...............................................17 Company/Batch Control Record.....................................17 File Control Record...............................................18
14 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 15 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
16 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 17 Entry Detail Record Field Name Position Contents Record Type Code 1 6 Transaction Code 2-3 Payer Information: 27 for payment and 28 for prenote (checking) 37 for payment and 38 for prenote (savings) Payee Information: 22 for deposit and 23 for prenote (Checking) 32 for deposit and 33 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
18 APPENDIX A Field Name Position Contents Total Debit Entry Dollar Amount Total Credit Entry Dollar Amount 21-32 Generated 33-44 Generated 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