Master Records > Automated Clearing House (ACH)

Perform the following procedures to set up an ACH format record:

1.Access the ACH Format Maintenance function from the Bank group under the Maintenance menu in the Accounts Payable module. Click the New button to create a new ACH format record.

Note: If the ACH Format Maintenance function is accessed for the very first time and there are no existing ACH format records, the create new screen is automatically displayed; otherwise, the Lookup screen is displayed by default.

2.Enter in the ACH Format field a code that you want to assign to the new ACH format code. For your convenience, it is advisable to create a code that is easily identifiable with the bank's ACH format it will be used.

3.In the Description field, enter the name or a description you will use to identify the code.

4.Enter in the Short Description field a brief description that you will use to easily identify the ACH format.

5.In the Information Page, enter values in the corresponding fields or select the appropriate settings for this new ACH format:

•Status

Select from among the options the ACH format record's status: Active or Inactive.

•Immediate Origin

Enter in this field the Company Tax Identification Number.

•Immediate Destination

Enter in this field the ABA # of the bank site where you maintain this bank account.

•AP Batch Description

Enter in this field a brief description that represents the nature of the direct deposit transaction generated from the Accounts Payable module. Banks generally display this description on your bank statement to identify the transaction.

•AR Batch Description

Enter in this field a brief description that represents the nature of the direct deposit transaction generated from the Accounts Receivable module. Banks generally display this description on your bank statement to identify the transaction.

•PR Batch Description

Enter in this field a brief description that represents the nature of the direct deposit transaction generated from the Payroll module. Banks generally display this description on your bank statement to identify the transaction.

•AP Service Class Code

Click the List Box button and select the service class code to be used in records 5 and 8 of the ACH file that will be generated in the Accounts Payable module.

•AR Service Class Code

Click the List Box button and select the service class code to be used in records 5 and 8 of the ACH file that will be generated in the Accounts Receivable module.

•PR Service Class Code

Click the List Box button and select the service class code to be used in records 5 and 8 of the ACH file that will be generated in the Payroll module.

6.In the File Header Record area, enter the appropriate values in the following fields:

•Creation Time

Enter in this field the time of ACH file creation if you want to specify a time to reflect in the generated file. Leave this field blank to tell the system to reflect the actual time when the ACH file is generated.

•Immediate Destination Name

Enter in this field the bank name of the branch/site where you maintain your bank account. You may enter up to 23 characters in this field.

•Immediate Origin Name

Enter in this field your company name as registered in your bank account's records. You may enter up to 23 characters in this field.

•Reference Code

You may enter in this field a code for the ACH file for reference purposes. You may enter up to 8 characters in this field.

Note: Contact the bank branch where you maintain your account to obtain the Immediate Destination Name and Immediate Origin Name that will be used in your direct deposit transactions.

7.Enter information in the following fields in the Batch Header Record area:

•Company Discretionary Date

Enter in this field a user-defined code that represents special handling instructions for the entries in your direct deposit file. You define these codes and what they represent. As your bank does not have a standard interpretation for these codes, you will have to communicate their meaning to the bank. This field accepts up to 20 characters.

•Company ID

Enter in this field your company Tax ID that will be used to populate certain records in the ACH file; however, if you leave this field blank, AccountMate will use as company ID the value entered in the Immediate Origin field. This field accepts up to 10 characters.

•Company Descriptive Date

Enter in this field your company's descriptive date, which should use the "YYMMDD" format. If you leave this field blank, AccountMate will show as the company descriptive date the actual date when the ACH file is generated. This field accepts up to 6 characters.

8.Set up the following parameters in the Entry Detail Record area:

8.1. Enter in the Bank Discretionary Data field the bank-defined code that will be used to identify the particular direct deposit transaction. The bank defines this code and what it represents. This field accepts up to 2 characters.

8.2. In the Individual ID # area choose which information you want to use to identify the customer, employee or vendor account:

▪Use Customer #/Employee #/Vendor #

Choose this option if you want the customer number, employee number or vendor number to be used in the ACH file to identify the customer, employee or vendor account.

▪Use SSN/FEIN

Choose this option if you want the Social Security Number (SSN) or Federal Employer Identification Number (FEIN) to be used in the ACH file to identify the employee or vendor account.

8.3. In the Trace # area choose which of the following data you want to use for generating the trace number:

▪Immediate Destination

Choose this option if you want to use the immediate destination value plus the sequence number for generating the trace number.

▪Immediate Origin

Choose this option if you want to use the immediate origin value plus the sequence number for generating the trace number.

▪Routing

Choose this option if you want to use the routing number plus the sequence number for generating the trace number.

8.4. You may mark one or both of the following checkboxes:

▪Include Offsetting Entry

Mark this checkbox if you want the ACH file to include the transaction codes (i.e., 22, 23, 27, 28, 32 and 33).

▪Include Blocking Factor Record

Marking this checkbox configures the system to print 99999 at the bottom of the file to fill up the rest of the lines to satisfy the "multiples of 10" record requirement in case the records in the ACH file are not in multiples of 10.

9.When you are ready to save your entries, click the Save button; otherwise, click the Cancel button to clear the function window without saving your entries or click the Close button to exit from this function window.

Set Up ACH Format

Set Up ACH Format

See Also