HELP DOC
Equalizer Accounts Payable System
ACH_Setup.doc
SETTING UP GENERAL ACH INFORMATION AND PROCESSING ACH
TRANSACTIONS
SETTING UP GENERAL MUNICIPALITY INFORMATION
1.
Click Program Setup.
2.
Click General Setup.
3.
Turn on Enable ACH Payment Features.
4.
Click General Municipality ACH Setup.
5.
Enter the ACH Entry Description.
This is a general description of the transactions included in the file. It should be set to PAYINVOICE
unless specifically directed otherwise by your bank or vendors.
6.
Enter the Discretionary Data.
This is an optional field for description of the transactions.
7.
Enter the Municipality Name.
This is a 15-character field for your unit name.
8.
Enter the ACH ID Type.
This is your FEIN, DUNS, or DUNS+ number.
9.
Enter the ACH ID#.
Select the type that corresponds to the ACH ID Type.
10.
Click Done/Close.
SETTING UP YOUR MUNICIPALITY’S BANK INFORMATION
1.
Click Program Setup (if not still on that screen).
2.
Click Bank Setup.
3.
Choose the Bank Code.
4.
Turn on Enable EFT/ACH Payment.
5.
Click ACH Payment Setup.
6.
Enter the Immediate Origin.
7.
Enter the Company/Municipality ID.
8.
Choose one of the listed ACH Record Formats.
9.
Only if your bank requires it:
10.
a.
Enter the Creating Offsetting Debit Entry.
b.
Enter the Optional Header.
Click Done/Close.
www.bsasoftware.com
Ph 517.641.8900 / Fx 517.641.8960
Page 1 of 3
HELP DOC
Equalizer Accounts Payable System
ACH_Setup.doc
SETTING UP A VENDOR FOR ACH
1.
Click Program Setup (if not still on that screen).
2.
Click Vendor Setup.
3.
Open the Pay By field and select ACH Transaction.
4.
Click ACH Setup.
5.
Enter the Vendor’s Bank Routing/Transit Number.
The Prenote Date will be automatically set when you send the prenote file to the bank to verify the
account information.
6.
Enter the Vendor’s Bank Account/UPIC #.
7.
Enter the Account Type.
8.
Enter the ACH ID Type.
9.
Enter the ACH ID Number.
10.
Select the Account Type.
11.
Enter the Vendor’s Customer Account Number.
This number is assigned by your vendor and is used to match up remittance info in the CTX ACH file to
your account.
12.
Click Done/Close.
ACH PRENOTE PROCESS
Prenotes need to be sent to the bank(s) prior to running any ACH transactions. This validates the data you’ve
entered for your unit, your bank(s), and your vendors, along with the file format. A Prenote file will need
to be created each time you set up ACH-paid vendors, or set up additional banks.
1.
Click Tasks.
2.
Select Create ACH Prenote File.
3.
Select the Bank Code.
4.
The Effective Date defaults to the system date from your computer and can be changed.
5.
The Entry Description, Discretionary Data, and Municipality Name fields display the data entered
in Program Setup@General Setup and can be changed.
6.
Enter the file name/destination for the export file in the ACH Export File Name and Path field.
7.
Click Ok.
www.bsasoftware.com
Ph 517.641.8900 / Fx 517.641.8960
Page 2 of 3
HELP DOC
Equalizer Accounts Payable System
ACH_Setup.doc
CREATING AN INVOICE TO BE PROCESSED VIA ACH
While processing an invoice for ACH payment, open the Pay Via field and select ACH Transaction.
ACH CHECK RUN
1.
Click Tasks.
2.
Click Check Setup and Printing.
3.
Select the Bank Code (the bank must have been set up to process ACH payments).
The Next Check Number will default to the next available number.
The Check Date will default to your system date; this will be the posting date for the transaction.
4.
Open the Payment Type field and select ACH Transaction.
5.
Select the proper invoice criteria by selecting invoices either by Due Date or by Expected Check Run
Date.
6.
Enter the Date From and To fields to reflect the invoice selection criteria.
Note: Vendors must already be set up for ACH processing for the payment records to be created for
those invoices.
7.
Click Print Check Proof Report.
This will give you a listing of what payments will be processed. Verify this report for accuracy as you
can't edit “check’ amounts or distribution after the payments are journalized.
8.
Click Create ACH Payment Records.
This will create a “check” file for your records.
9.
10.
Select whether to print remittance information or to print in standard check format.
Click Create ACH Export File.
The Bank Code, Check Date, and Start/End Check fields are filled out from the previous screen. If you
have previously added checks to the system, you may edit the start/end check numbers to include
those checks.
11.
Click the Browse button and enter the file name and destination of the export.
12.
Click Ok.
13.
A report will generate showing what “check” records were exported, along with any errors.
14.
After journalizing the checks, move on to the following instructions: CREATING THE ACH FILE.
CREATING THE ACH FILE
1.
Click the Create ACH Export File button.
2.
The Bank Code, Check Date, and Start/End Check (transaction) numbers fields are filled in from the
previous screen.
3.
Enter the file name/destination for the export file in the ACH Export File Name and Path field.
4.
Click Ok.
5.
A report will be generated showing what “check” (transaction) records were exported, along with any
errors.
Questions or concerns? Please contact Fund Accounting Support at either 517.641.8900 or [email protected].
www.bsasoftware.com
Ph 517.641.8900 / Fx 517.641.8960
Page 3 of 3