The One Net ACH. User Guide. January 2005

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1 The One Net ACH User Guide SM January 2005

2 The One Net ACH User Guide may not, in whole or in part, be copied, photocopied, translated, or reduced to any electronic medium or machine readable form or otherwise reproduced or form the basis for any derivative work, without the prior consent, in writing, from JPMorgan Chase & Co. Copyright , JPMorgan Chase & Co. Use of this copyright notice does not imply publication, and all rights, including trade secret rights, are reserved. Companies, names, and data used in examples herein are fictitious unless otherwise noted. Printed in the United States of America. All brand or product names are trademarks or registered trademarks of their respective companies.

3 Chapter 1 1 Introduction What is The One Net ACH? Getting Started Login Prerequisites Logging In the First Time Using The One Net Training Center Setting up a Database Creating a Database Adding Database Entries Manually Editing Database Entries Exporting a Database Importing Data to a Database Creating an Import Format Importing Data to a Database Processing batches of transactions Creating a Batch of Transactions Checking Batch Totals Releasing Batches to the Bank Undoing Release of Batches Exporting a Batch The One Net ACH User Guide

4 Chapter 1 4 The One Net ACH User Guide

5 1 Introduction This chapter covers the following topics: What is The One Net ACH? What does The One Net ACH do? Processing Transactions JPMorgan Chase & Co. 5 The One Net ACH User Guide

6 Chapter 1 Introduction What is The One Net ACH? The One Net ACH lets you create, import, store, and send Automated Clearing House (ACH) transactions through the Internet. Preformatted templates and import capabilities let you quickly and easily initiate a variety of transaction types. You can use The One Net ACH to initiate the following types of electronic collection and disbursement items: Direct deposit of payroll Cash concentration and disbursement Federal and State tax payments Consumer debits and credits Travel and Entertainment reimbursement Vendor payments What does The One Net ACH do? Processing Transactions Via the Internet, The One Net ACH allows you to: Initiate secure ACH transactions for collections, disbursements, and funds concentration Access multiple transaction formats and a variety of preformatted templates Transfer information from back-office systems using data import function Manage ACH data and related transactions with ease The main steps for processing transactions with The One Net ACH are as follows: 1. Create a database for the type of payment you want to make (if it does not already exist). For example, if you want to initiate payroll payments, you create a payroll database. The One Net ACH payment template contains the fields you need to send funds to an employee. 2. Edit the individual database entries in the database. You can: Manually enter the pay amounts for each entry on the database summary screen. or Import data into the database from a spreadsheet or accounting package. You can import comma-delimited files, fixed-format files, or NACHA files. 3. Create a batch of transactions. When you create a batch, you select the database you want to process and assign an effective date to the transactions. JPMorgan Chase & Co. 6 The One Net ACH User Guide

7 Chapter 1 Introduction 4. Verify your batch totals. An online report lets you view batch totals. You should compare these totals to control totals calculated separately for this batch. This provides a check and balance as you move payment information from your application to the bank for final processing. 5. Release the batch to the bank for processing. For example, for payroll applications, the bank transfers the funds through the ACH to your employees' banks. On the settlement date, the bank debits your account and the employees' banks credit their accounts. JPMorgan Chase & Co. 7 The One Net ACH User Guide

8 Chapter 1 Introduction JPMorgan Chase & Co. 8 The One Net ACH User Guide

9 2 Getting Started This chapter covers the following topics: Login Prerequisites Logging in the first time Using The One Net ACH Training Center JPMorgan Chase & Co. 9 The One Net ACH User Guide

10 Chapter 2 Getting Started Login Prerequisites Before you can access The One Net ACH application, you need to have the following IDs and passwords: Company ID User ID Temporary Password SecurID Token Note: If you do not have one of these prerequisites, contact your Security Administrator. JPMorgan Chase & Co. 10 The One Net ACH User Guide

11 Chapter 2 Getting Started Logging In the First Time 1. Go to 2. Select the ACH link. 3. Enter your Company ID, User ID and temporary Password. 4. Skip the SecurID PIN field the first time that you log in and enter the random, 6-digit number that appears on the screen of your SecurID token. New users will be prompted to choose a SecurID PIN. Note: After you log in the first time, for subsequent logins, you must enter information in all five login fields. 5. Select Enter. 6. Enter a user-defined Personal Identification Number (PIN) between 4 and 8 numbers in length. Note: Your PIN does not expire. 7. Select Enter. The main Login screen appears. 8. Log in again to validate your new PIN selection. Enter your Company ID, User ID and the new PIN that you just chose. 9. Wait for the token number to change, then enter the new 6-digit number that appears on the screen of your SecurID token to log in. You will be prompted to enter a new Password. 10. Enter a new user-defined Password. Your password must be a at least 6 alphanumeric characters but no more than 12. Tip: If you select a password of at least 7 alphanumeric characters, you can use the same password for other The One Net products. Note: You will be prompted to change your password every 90 days. However, if you forget your password and get locked out of the system, your Security Administrator can reset your password. JPMorgan Chase & Co. 11 The One Net ACH User Guide

12 Chapter 2 Getting Started Using The One Net Training Center General Product Assistance The One Net Training Center provides a wealth of information and resources to assist you in learning and using The One Net applications. Take advantage of these valuable features. To access The One Net Training Center, select the Help button. The One Net Glossary contains definitions for terms used in The One Net applications. For each of The One Net applications, the tabs along the top of the screen provide quick access to the following Training Center features: Overview for each of The One Net applications. This tab provides brief descriptions of the main system functions, navigation aids, and tips & techniques that help you understand and use the application. FAQs answer the questions and issues you are most likely to encounter as you use each of The One Net applications. How To guides you step-by-step through the procedures in each of The One Net applications. In some cases, these procedures are your online Help system. Demo for The One Net applications demonstrate system features and walk you through functional areas of the system. Use the Training Demo to learn how to use The One Net applications efficiently. JPMorgan Chase & Co. 12 The One Net ACH User Guide

13 3 Setting up a Database This chapter provides the procedures for setting up a database. For additional The One Net ACH procedures, see The One Net Training Center. This chapter provides the following procedures: Creating a database Adding database entries manually Editing database entries Exporting a database JPMorgan Chase & Co. 13 The One Net ACH User Guide

14 Chapter 3 Setting up a Database Creating a Database The One Net ACH uses a database platform for processing ACH credits and debits. A database is a group of similar ACH transactions. When you need a new database, you first create the database, and then add individual entries. For example, you could create a Payroll or Vendor Payments database. You can either use The One Net ACH to manually enter each entry, or you can import a file of entries in one of the accepted formats: fixed-format, comma-delimited or the NACHA format. 1. On The One Net ACH main menu, choose ACH Payments, then choose ACH Database List. The Database List screen displays existing databases. 2. Click Add. The Add Database screen appears. 3. Select the Company the database is associated with. Note: If you have only one company, this value is automatically selected. 4. Select the appropriate payment Application. 5. Enter a brief Database Name and click Save. The Database Summary screen appears. When you have created the database, you can Add database entries manually or Import data to a database. JPMorgan Chase & Co. 14 The One Net ACH User Guide

Chapter 3 Setting up a Database Adding Database Entries Manually When you need a new database, you first create the database, and then add individual entries to the database. 1.

15 Chapter 3 Setting up a Database Adding Database Entries Manually When you need a new database, you first create the database, and then add individual entries to the database. 1. On the Database Summary screen, click Add. The Database Detail screen appears. Note: The fields that appear on this screen vary according to the payment application you selected when you created the database. 2. Enter data in each field and click Save. Note: For field descriptions, click the Help icon. 3. To return to the Database Summary screen, click Database List on the menu bar. JPMorgan Chase & Co. 15 The One Net ACH User Guide

Chapter 3 Setting up a Database Editing Database Entries Before you create a batch of transactions, you may need to update database entries that changed since you last created a batch.

16 Chapter 3 Setting up a Database Editing Database Entries Before you create a batch of transactions, you may need to update database entries that changed since you last created a batch. For example, for hourly payroll you may need to update the Amount field for each employee record to reflect the amount paid to that employee for the pay period. 1. On The One Net ACH main menu, choose ACH Payments, then choose ACH Database List. The Database List screen appears. 2. Select the Name of the database whose entries you want to edit. The Database Summary screen appears, showing the individual database entries in this database. 3. You can do the following. Note: Press the TAB key to tab down for quick updating. To edit pay amounts, click the Amount field for each entry and enter a new value. To sort entries by name alphabetically, click next to the Name field. To sort entries in ascending order by database entry ID, click next to the ID field. If the entries are already sorted by this field, this button appears red. To add an entry, click Add and enter the required information in the Database Detail window. To delete an entry, check the box next to the entry you want to remove, then click Delete. To edit the amount field for all entries, click Data Fill. This sets the amount for all entries to zero and lets you easily see which entries you have updated. Note: Entries with $0 amounts will not be included when creating a batch. 4. To save your changes, click Save. 5. To return to the main menu, click Database List on the menu bar. JPMorgan Chase & Co. 16 The One Net ACH User Guide

Chapter 3 Setting up a Database Exporting a Database You can export transaction data from your database into an accounting package such as Peachtree or a spreadsheet like Microsoft Excel.

17 Chapter 3 Setting up a Database Exporting a Database You can export transaction data from your database into an accounting package such as Peachtree or a spreadsheet like Microsoft Excel. To export a database, perform the following steps: 1. On the Service Menu, click ACH Payments. Click on ACH Database List on the top navigation bar. The Database List appears. 2. Select the checkbox next to the database you want to export and click Export. The Export screen appears 3. Select the following information: Include Column Headers Select to add the headings in each column of the report, such as Date or Amount, as a row in the export file. Comma Separated Check this box to create ASCII text files in which a comma separates each field. Applications that use this format include Excel, Lotus 1-2-3, Peachtree and One Write Plus. Note: If information within a field contains commas, then the file must contain field delimiters, either (quotes) or \ (backslash). Commaseparated files are also called comma delimited files. Tab Separated Check this box to create ASCII text files in which a tab separates each field. Applications that use this format include Great Plaines and Real World Accounting. JPMorgan Chase & Co. 17 The One Net ACH User Guide

18 Chapter 3 Setting up a Database 4. Click Export Report. The following prompt appears: Export was started for ACH Data. Reload or refresh your browser to view report results. 5. Click the Refresh button (Internet Explorer) and a new hyperlink appears stating: Export File Created. Click here to download or view file. 6. Click on the message hyperlink to download the export file. Depending on the browser you are using, and whether you selected commaseparated or tab-separated, your options are different. If you are using Internet Explorer and selected comma-separated: a. After the File Download dialog box appears, select the Save this file to disk option or Open this file from its current location option and then click OK. b. Choose the file location for download and click OK. If you are using Internet Explorer and selected tab-separated: a. Once the export file appears in the browser window, select Save As from the File Menu. b. Specify a file location for download in the Save in area. c. Enter a name for the file in the File Name area. d. Choose Text File (.txt) in the Save as type area. e. Click OK. Note: Once the system saves the file to your hard drive or Network, you can open it with your spreadsheet or accounting program. JPMorgan Chase & Co. 18 The One Net ACH User Guide

19 4 Importing Data to a Database This chapter provides the basic procedures for importing data to a database. For additional procedures, see the following topics in The One Net Training Center: Viewing import reports Correcting exceptions Troubleshooting data imports Troubleshooting import reports This chapter provides the following procedures: Creating an import format Importing Data to a database JPMorgan Chase & Co. 19 The One Net ACH User Guide

Chapter 4 Importing Data to a Database Creating an Import Format To import files that contain ACH transactions, you must first define an import format for the exporting software.

20 Chapter 4 Importing Data to a Database Creating an Import Format To import files that contain ACH transactions, you must first define an import format for the exporting software. The definition contains the rules and settings required to match the properties of your import file. This step is part of the importing data to a database process. 1. On The One Net ACH main menu, choose Setup, then choose Import Format List. The Import Format List screen appears. Note: You can view detail for and/or modify only the import formats that you created or have access to. The formats you can access have a hyperlink in the Name field and a check box. 2. Click Add. The Add Format screen appears. 3. Enter a brief but descriptive Import Format Name. 4. Enter a more complete Import Format Description. 5. Select the Application that you want to associate with this import definition. Note: The payment application you choose determines which fields you map in the format definition. 6. In Import File Type, select the format of the file to import. 7. To save the settings and continue defining the format, click Save. The Format Definition screen appears. This screen has three sections; the contents vary according to the File Type you chose earlier. Each section has a linked screen with details on entering information. Import Format Properties Format Characteristics Field Properties 8. Enter the needed information. When you've finished, click Save. JPMorgan Chase & Co. 20 The One Net ACH User Guide

Chapter 4 Importing Data to a Database Importing Data to a Database 1. Create the database to receive the imported data, or use an existing database. 2.

21 Chapter 4 Importing Data to a Database Importing Data to a Database 1. Create the database to receive the imported data, or use an existing database. 2. Following the procedures for the exporting software, create the data file using your spreadsheet or accounting program. Note: Be sure to save the file as comma-delimited, fixed-format, or NACHA. Note: You must create an import format to match the data you exported, or use a matching existing format before you can import the data file. 3. Import the data file into the database as follows: On The One Net ACH main menu, choose ACH Payments, then choose ACH Database List. The Database List screen appears. Select the check box for the database you are importing to. Note: The database must have a complete Import Setup associated with it or only the Database Summary screen will appear. Click Import. The Import screen appears. Select the Import Format. To select the file you want to import, enter the path to the file, or click Browse to select the file. To import, click OK. A message tells you that the import process has begun. Depending on the size of the file you are importing, this process may take several minutes. You can perform other activities or log off while the import process is working. To check whether the data import has completed, click Refresh on your browser. For a detailed explanation of each message, see Troubleshooting Data Imports. JPMorgan Chase & Co. 21 The One Net ACH User Guide

22 Chapter 4 Importing Data to a Database 4. To view the imported database entries, follow the procedures for editing database entries. The Database Summary screen appears. 5. To view and edit the imported data, in the Database List screen, click the database name. JPMorgan Chase & Co. 22 The One Net ACH User Guide

23 5 Processing batches of transactions This chapter provides the procedures for processing batches of transactions. For additional The One Net ACH procedures, see The One Net Training Center. This chapter provides the following procedures: Creating a Batch of Transactions Checking Batch Totals Releasing Batches to the Bank Undoing Release of Batches Exporting a Batch JPMorgan Chase & Co. 23 The One Net ACH User Guide

Chapter 5 Processing batches of transactions Creating a Batch of Transactions After you set up a database, you can use it to create a batch of transactions.

24 Chapter 5 Processing batches of transactions Creating a Batch of Transactions After you set up a database, you can use it to create a batch of transactions. When you are ready to send your ACH transactions, you must assign a dollar amount and an effective date. A database becomes a batch once you assign an effective date. Note: Before you create a batch of transactions, you must update any database information that has changed since you last created transactions. For example, for payroll transactions, you must update the Amount field with the new payroll amount each employee earned in the previous pay period. See Editing Database Entries. 1. On The One Net ACH main menu, choose ACH Payments, then choose ACH Database List. The Database List screen appears. 2. For a report of the batch entries, select the check box next to the database you are creating transactions for, and click Create Batch. The Create Batch screen appears. 3. In the Effective Date field, enter the date that you want the originating and receiving banks to post the transaction. Note: The date must be later than the current day and not on a weekend or a bank holiday. 4. If you previously created prenotes for entries to this database, leave Transaction Options set to All. If you have created a new database and not created prenotes, select Prenotes Only to create a batch of test transactions. After the prenotes have been released and processed, you can set Transaction Options to All when you create transactions for the database. Note: To check whether prenotes have been created for a particular database entry, on the Database Detail screen for the entry, look at the Prenote Date field. JPMorgan Chase & Co. 24 The One Net ACH User Guide

25 Chapter 5 Processing batches of transactions 5. Click OK. The Batch List screen appears listing the batch of transactions you just created. Note: To view the new batches on this screen, click Refresh on your browser. If you are processing a large number of transactions, the refresh process may take several minutes. 6. To return to the main menu, click ACH Payments from the left side navigation bar. 7. To verify the amount and item count for your batch, see How to: Check Batch Totals. JPMorgan Chase & Co. 25 The One Net ACH User Guide

Chapter 5 Processing batches of transactions Checking Batch Totals After you create a batch of transactions, verify your totals online or in a report before releasing the batch to the bank for final

26 Chapter 5 Processing batches of transactions Checking Batch Totals After you create a batch of transactions, verify your totals online or in a report before releasing the batch to the bank for final processing. 1. On The One Net ACH main menu, choose ACH Payments, then choose ACH Batch List. The Batch List screen appears, displaying transaction batches sorted by creation date. You can view the total numbers and total amounts of credits and debits in each batch. 2. Select the check box for each batch you want to view in the report and click Batch Report. The Batch Summary Report screen appears 3. Select the sort options and click Display. The report data appears. You can print the report from your web browser. After you verify your batch totals, release the batch to the Bank for processing. If the Batch Totals are incorrect, you must delete the batch, correct the entry in the database and recreate the batch. 4. To return to the Batch List screen, click lick ACH Batch List on the menu bar. JPMorgan Chase & Co. 26 The One Net ACH User Guide

Chapter 5 Processing batches of transactions Releasing Batches to the Bank After you Check batch totals, release the batches to the bank for processing.

27 Chapter 5 Processing batches of transactions Releasing Batches to the Bank After you Check batch totals, release the batches to the bank for processing. When you release a batch, its status changes from Entered to Released. Note: Batches released after 8:30 pm central time are processed on the next banking day. The bank processes The One Net ACH files during four cycles each banking day: 9:00 am to 1:00 pm, 1:00 pm to 3:30 pm, 3:30 pm to 8:30 pm, and 8:30 pm to 9:00 am. If you decide to make the released batch unavailable for bank processing (return it to Entered status), you can undo the release of the batch. 1. From The One Net ACH main menu, choose ACH Payments, then choose ACH Batch List. The Batch List screen appears. 2. Select the batch or batches you want to release and click Release. A message confirms release of each batch. You can also confirm the release of a batch by checking on the Batch List screen for Released status. Note: To release a batch, it must have an Entered status. 3. To return to the main menu, click ACH Payments from the left side navigation bar. JPMorgan Chase & Co. 27 The One Net ACH User Guide

Chapter 5 Processing batches of transactions Undoing Release of Batches The following steps undo the release of a batch and make the batch unavailable for bank processing if the bank has not

28 Chapter 5 Processing batches of transactions Undoing Release of Batches The following steps undo the release of a batch and make the batch unavailable for bank processing if the bank has not processed it. Note: Batches released after 8:30 pm central time are processed on the next banking day. 1. On The One Net ACH main menu, choose ACH Payments, then choose ACH Batch List. The Batch List screen appears. 2. Select one or more batches that you want to prevent the bank from processing, and click Unrelease. A message tells you how many batches have been unreleased. The batch status returns to Entered. Note: To delete the batch after undoing its release, select the check box for the batch and click Delete. 3. To return to the main menu, click ACH Payments from the left side navigation bar. JPMorgan Chase & Co. 28 The One Net ACH User Guide

Chapter 5 Processing batches of transactions Exporting a Batch You can export batch information into an accounting package such as Peachtree or a spreadsheet like Microsoft Excel.

29 Chapter 5 Processing batches of transactions Exporting a Batch You can export batch information into an accounting package such as Peachtree or a spreadsheet like Microsoft Excel. To export a batch, perform the following steps: 1. On the Service Menu click ACH Payments. Click on ACH Batch List on the top navigation bar. The Batch List appears. 2. Select the checkbox next to the batch you want to export and click Export. The Export screen appears. 3. Select the following information: Include Column Headers Select to add the headings in each column of the report, such as Date or Amount, as a row in the export file. Comma Separated Check this box to create ASCII text files in which a comma separates each field. Applications that use this format include Excel, Lotus 1-2-3, Peachtree and One Write Plus. Note: If information within a field contains commas, then the file must contain field delimiters, either (quotes) or \ (backslash). Commaseparated files are also called comma delimited files. Tab Separated Check this box to create ASCII text files in which a tab separates each field. Applications that use this format include Great Plaines and Real World Accounting. 4. Click Export Report. The following prompt appears: Export was started for <name of report>. Reload or refresh your browser to view report results. JPMorgan Chase & Co. 29 The One Net ACH User Guide

30 Chapter 5 Processing batches of transactions 5. Click the Refresh button (Internet Explorer) and a new hyperlink appears stating: Export File Created. Click here to download or view file. 6. Click on the message hyperlink to download the export file. Depending on the browser you are using, and whether you selected comma-separated or tab-separated, your options are different. If you are using Internet Explorer and selected comma-separated: a. After the File Download dialog box appears, select the Save this file to disk option or Open this file from its current location option and then click OK. b. Choose the file location for download and click OK. If you are using Internet Explorer and selected tab-separated: a. Once the export file appears in the browser window, select Save As from the File Menu. b. Specify a file location for download in the Save in area. c. Enter a name for the file in the File Name area. d. Choose Text File (.txt) in the Save as type area. e. Click OK. Note: Once the system saves the file to your hard drive or Network, you can open it with your spreadsheet or accounting program. JPMorgan Chase & Co. 30 The One Net ACH User Guide

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