Accounts Payable ACH Setup Process - Revision history

Jared at 15:34, 22 May 2024

2024-05-22T15:34:02Z

Jared at 15:33, 22 May 2024

2024-05-22T15:33:14Z

Jared at 18:16, 9 May 2024

2024-05-09T18:16:36Z

Tcampbell at 22:55, 14 December 2022

2022-12-14T22:55:18Z

Tcampbell at 22:50, 14 December 2022

2022-12-14T22:50:05Z

Tcampbell at 22:49, 14 December 2022

2022-12-14T22:49:14Z

Tcampbell at 22:48, 14 December 2022

2022-12-14T22:48:50Z

Tcampbell at 22:48, 14 December 2022

2022-12-14T22:48:29Z

Tcampbell at 22:45, 14 December 2022

2022-12-14T22:45:11Z

Tcampbell at 22:42, 14 December 2022

2022-12-14T22:42:57Z

@@ Line 43: / Line 43: @@
 '''Batch Number''' A number that identifies a group of transactions that the system processes and balances as a unit.
@@ Line 61: / Line 59: @@
 [[image:setup_ach_ss.png]]
 ===[[Generate AP EFT File]]===

← Older revision		Revision as of 15:33, 22 May 2024
Line 42:		Line 42:

	'''Batch Number''' A number that identifies a group of transactions that the system processes and balances as a unit.		'''Batch Number''' A number that identifies a group of transactions that the system processes and balances as a unit.
		+
		+	===Setup Email Template===
		+
		+	[[File:EFT.png]]
		+

	[[image:AP_ACH_rule_Setup.png]]		[[image:AP_ACH_rule_Setup.png]]

@@ Line 39: / Line 39: @@
 '''File Name''' - This is where you will specify the name of the file that is generated.
-'''Format''' - The Standard Entry Class (SEC) code used by the GL account. Contact your consultant to discuss the correct SEC code. More information on SEC codes can be found '''[https://achdevguide.nacha.org/ach-file-details here]'''
+'''Format''' - The Standard Entry Class (SEC) code used by the GL account. You can also use an 'AMEGY' format.  Contact your consultant to discuss the correct SEC code. More information on SEC codes can be found '''[https://achdevguide.nacha.org/ach-file-details here]'''
 '''Batch Number''' A number that identifies a group of transactions that the system processes and balances as a unit.

@@ Line 39: / Line 39: @@
 '''File Name''' - This is where you will specify the name of the file that is generated.
-'''Format''' - The Standard Entry Class (SEC) code used by the GL account. Contact your consultant to discuss the correct SEC code. More information on SEC codes can be found '''[[https://achdevguide.nacha.org/ach-file-details|here]]'''.
+'''Format''' - The Standard Entry Class (SEC) code used by the GL account. Contact your consultant to discuss the correct SEC code. More information on SEC codes can be found '''[https://achdevguide.nacha.org/ach-file-details here]'''
 '''Batch Number''' A number that identifies a group of transactions that the system processes and balances as a unit.

@@ Line 28: / Line 28: @@
-=Setup the [[ACH Data Setup - ACHDATA Rule|ACH Data Setup Rule]]=
+===Setup the [[ACH Data Setup - ACHDATA Rule|ACH Data Setup Rule]]===
@@ Line 45: / Line 45: @@
 [[image:AP_ACH_rule_Setup.png]]
-=Setup ACH Checking Accounts=
+===Setup ACH Checking Accounts===
 '''1.''' Navigate to '''[[System Cash/Checking Accounts]]'''
@@ Line 57: / Line 57: @@
 [[image:setup_ach_ss.png]]
-=[[Generate AP EFT File]]=
+===[[Generate AP EFT File]]===
 '''1.''' Once you have created an AP check and it has been approved for payment, navigate to the Generate AP EFT File screen by going to '''Transactions > Accounts Payable > [[Generate AP EFT File]]'''.

@@ Line 8: / Line 8: @@
 Before this file can be created and used, some basic setup must be completed.
-=Add Vendor's ACH Data=
+===Add Vendor's ACH Data===
 '''1.''' Navigate to the '''[[Organizations]]''' screen, and select a vendor.

@@ Line 1: / Line 1: @@
 __NOTOC__
 ==General Description==
@@ Line 54: / Line 53: @@
 '''3.''' Select the check forms to be used for payments from this account.
-'''4.''' Define the check numbers to be used for geenrated checks from this account. By default, check numbers will count up incrementally by 1 with each ACH transaction processed in Adjutant.
+'''4.''' Define the check numbers to be used for generated checks from this account. By default, check numbers will count up incrementally by 1 with each ACH transaction processed in Adjutant.
 [[image:setup_ach_ss.png]]

@@ Line 11: / Line 11: @@
 =Add Vendor's ACH Data=
-'''1.''' Navigate to the [[Organizations]] screen, and select a vendor.
+'''1.''' Navigate to the '''[[Organizations]]''' screen, and select a vendor.
@@ Line 32: / Line 32: @@
-'''1.''' Navigate to [[Rule Maintenance]] and select '''ACH Data Setup - ACHDATA''' from the dropdown.
+'''1.''' Navigate to '''[[Rule Maintenance]]''' and select '''ACH Data Setup - ACHDATA''' from the dropdown.
 '''2.''' Select "New Rule Details" to add a checking account to the rule.
@@ Line 64: / Line 64: @@
 '''2.''' Select the account from which the payment will be made. The Transaction Date and First Check Number will auto populate based on today's date, and the check counter from the Checking Account screen of the selected account.
-'''3.''' Enter the Customer ID of the recipient company, and click "Generate EFT." A file will be generated that can be saved and uploaded to your bank.
+'''3.''' Enter the vendor information for the AP invoice to be paid, and click '''Generate EFT'''. A file will be generated that can be saved and uploaded to your bank.
 [[File:AP_ACH_Setup_Generate_AP_EFT_File.png]]
 [[Category:Accounts Payable]]

@@ Line 13: / Line 13: @@
 '''1.''' Navigate to the [[Organizations]] screen, and select a vendor.
 '''2.''' If the vendor doesn't already have the "Vendor ACH/EFT Data" attribute, click the "plus" sign in the green box on the right, and add the attribute to the record.
 [[image:ap_ach_2.png]]
 '''3.''' Save the newly added attribute, then click the underlined "Vendor ACH/EFT Data" attribute on the vendor record screen edit it on the '''[[EFT Data]]''' screen.
-[[image:ap_ach_4.png]]
+'''4.''' Enter the EFT/ACH data for the vendor and click "save."
 =Setup the [[ACH Data Setup - ACHDATA Rule|ACH Data Setup Rule]]=
 '''1.''' Navigate to [[Rule Maintenance]] and select '''ACH Data Setup - ACHDATA''' from the dropdown.

@@ Line 3: / Line 3: @@
 ==General Description==
-A new Accounts Payable ACH process has been developed that sends an ACH formatted file per AP check paid. This process can also send a formatted email to the AP Contact of the check recipient, or a default email address of your choice. Below is a breakdown of the screens involved, and the required setup.
+The Accounts Payable ACH process generates an ACH formatted file, known as an AP EFT file, per AP check paid. This file can then be uploaded to your bank to reconcile AP invoices.
-'''Screens Involved'''
+==Initial Setup==
-- Rule Maintenance
+Before this file can be created and used, some basic setup must be completed.
-- Checking Accounts
+=Add Vendor's ACH Data=
-- Contacts
+'''1.''' Navigate to the [[Organizations]] screen, and select a vendor.
-- Generate AP EFT File
+[[image:ap_ach_1.png]]
-==Required Setup==
+'''2.''' If the vendor doesn't already have the "Vendor ACH/EFT Data" attribute, click the "plus" sign in the green box on the right, and add the attribute to the record.
-'''Rule Maintenance''':
+[[image:ap_ach_2.png]]
-First requirement is to setup the ACH Data Setup rule.
+[[image:ap_ach_3.png]]
-'''GL Account''' - Here you will specify the checking account from which payments will be made.
+'''3.''' Save the newly added attribute, then click the underlined "Vendor ACH/EFT Data" attribute on the vendor record screen edit it on the '''[[EFT Data]]''' screen.
-'''File Name''' - This is where you will specify the name of the file that is generated.
+[[image:ap_ach_4.png]]
-'''Format''' - This is currently built to handle Amegy Bank's format. Contact your consultant to discuss what is needed to generate a format for your specific bank.
+'''4.''' Enter the EFT/ACH data for the vendor, and click "save."
-'''Default Email''' - Here you can specify a default email for the file to be sent to; the process will only send to this email address if there is no AP contact associated to the Company receiving the check payment.
+=Setup the [[ACH Data Setup - ACHDATA Rule|ACH Data Setup Rule]]=
-[[File:AP_ACH_Data_Setup.png]]
+'''1.''' Navigate to [[Rule Maintenance]] and select '''ACH Data Setup - ACHDATA''' from the dropdown.
-'''Checking Accounts:'''
+'''GL Account''' - Here you will specify the checking account from which payments will be made.
-Next, navigate to the '''[[System Cash/Checking Accounts]]''' screen, and add the ACH information to the GL Account you specified in the rule above.
+'''File Name''' - This is where you will specify the name of the file that is generated.
-'''ACH Name''' - The name of the Bank.
+'''Format''' - The Standard Entry Class (SEC) code used by the GL account. Contact your consultant to discuss the correct SEC code. More information on SEC codes can be found '''[[https://achdevguide.nacha.org/ach-file-details|here]]'''.
-'''ACH ID''' - The associated ACH ID Number used to process the transactions.
+'''Batch Number''' A number that identifies a group of transactions that the system processes and balances as a unit.
-'''Next ACH Check Number''' - Enter the first check number to begin with. This will count up as checks are processed.
+[[image:AP_ACH_rule_Setup.png]]
-[[File:AP_ACH_Data_Setup_Checking_Accounts.png]]
+=Setup ACH Checking Accounts=
-'''Contacts:'''
+'''2.''' Add the ACH information to the GL Account referenced in the rule above.
-The system will send the file in an email to the AP Contact associated to the recipient company. To make a contact an "AP Contact" simply navigate to the '''[[Contacts]]''' screen, and add the "AP Contact" attribute to the contact record.
+'''3.''' Select the check forms to be used for payments from this account.
-[[File:AP_ACH_Setup_AP_Contact.png]]
+'''4.''' Define the check numbers to be used for geenrated checks from this account. By default, check numbers will count up incrementally by 1 with each ACH transaction processed in Adjutant.
-==Generating A File==
+=[[Generate AP EFT File]]=
-'''Generate AP EFT File:'''
+'''1.''' Once you have created an AP check and it has been approved for payment, navigate to the Generate AP EFT File screen by going to '''Transactions > Accounts Payable > [[Generate AP EFT File]]'''.
-Once you have created an AP check and it has been approved for payment, navigate to the Generate AP EFT File screen by going to '''Transactions > Accounts Payable > [[Generate AP EFT File]]'''.
+'''2.''' Select the account from which the payment will be made. The Transaction Date and First Check Number will auto populate based on today's date, and the check counter from the Checking Account screen of the selected account.
-Select the account from which the payment will be made. The Transaction Date and First Check Number will auto populate based on today's date, and the check counter from the Checking Account screen of the selected account. Then simply enter the Customer ID of the recipient company, and hit Generate EFT. A file will be generated and sent to either the email of the AP contact for the company, or the default email address in the rule.
+'''3.''' Enter the Customer ID of the recipient company, and click "Generate EFT." A file will be generated that can be saved and uploaded to your bank.
 [[File:AP_ACH_Setup_Generate_AP_EFT_File.png]]
 [[Category:Accounts Payable]]