Master Records > Automated Clearing House (ACH)

In AccountMate Enterprise, you may edit or delete an existing ACH format code record. The changes you make will only affect the transactions that you post after you made the changes.

Perform the following procedures to update or amend an ACH format record:

1.Access the ACH Format Maintenance function from the Bank group under the Maintenance menu of the Accounts Receivable and Accounts Payable modules. The Search screen will automatically display when this function accessed.

2.Enter in the Search field the ACH format code you wish to update. You may also scroll up and down the grid to locate the ACH format code record; then, double-click the code to select. As soon as an ACH format code is selected, the details are displayed on their respective fields in the different pages of this function.

Alternatively, you may use the full text search feature when searching for ACH format code records. Simply click the Show Full Text Search button in the right-most section of the screen to display the Full Text Search field. Enter in this field the value of the record you want to search for using the values in the columns displayed on the Search screen.

3.In the Description field, review or amend the name or description that you will use to identify the code.

4.Review or amend the value in the Short Description field which is a brief description that you will use to easily identify the ACH format.

5.In the Information Page, review or amend the values or select the appropriate settings for this 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, review or amend the values entered 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.

•Immediate Origin Name

Enter in this field your company name as registered in your bank account's records.

•Reference Code

You may enter in this field a code for the ACH file for reference purposes.

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.Review or amend the information entered 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.

•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.

•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.

8.Review or amend the parameters previously set up 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.

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 or unmark any 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 changes, click the Save button; otherwise, click the Cancel button to clear the function window without saving your changes or click the Close button to exit from this function window.

Perform the following procedure to delete an ACH format record:

1.Access the ACH Format Maintenance function from the Bank group under the Maintenance menu of the Accounts Receivable module. The Search screen will automatically display when this function accessed.

3.When you are ready, click the Delete button in the function toolbar. A message window pops-up asking for confirmation to delete the ACH format record. Click Yes to confirm deletion; otherwise, click No.

Update or Delete ACH Format

Update or Delete ACH Format

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