ONLINE BANKING COMMERCIAL CASH MANAGEMENT ACH END-USER GUIDE

Transcription

1 ONLINE BANKING COMMERCIAL CASH MANAGEMENT ACH END-USER GUIDE 1 P a g e

2 TABLE OF CONTENTS CASH MANAGER ACH... 3 CREATE ACH BATCH... 4 ACH BATCH LIST... 4 MANUALLY CREATE AN ACH BATCH... 5 UPLOADING A NACHA FILE INTO A NEW ACH BATCH... 7 IMPORTING A FILE INTO A NEW ACH BATCH... 8 IMPORTING A FILE INTO EXISTING ACH BATCH INITIATE ACH BATCH INITIATING A SINGLE BATCH QUICK INITIATE ACH BATCH PRENOTE TRANSACTIONS TAX PAYMENTS ACH OPTIONS HISTORY SEARCH ALERTS P a g e

3 CASH MANAGER The Cash Manager tab contains all of the Cash Management functionality, including: o ACH process credit or debit transactions in batches. 3 P a g e

4 CREATE ACH BATCH ACH BATCH LIST All available batches are displayed here and remain on the system to be used as templates. You will create, modify and initiate/approve batches from this page. BATCH STATUS: Ready: Batch can be edited. If in balance it may also be initiated. Uploaded: Batch has been uploaded or transactions imported. Initiated: Batch has been sent to financial institution. Processed: Financial institution has processed the batch. Pending Approval: Batch is ready for second user to Approve Batch BATCH OPTIONS View: List of transactions within batch. Download: Export batch to PDF or NACHA file format. Edit: Change, delete or add transactions to the batch. Quick Edit: Change transaction dollar amounts, place hold on specific transactions. This option is commonly used when editing a payroll batch, where only the amount of the transaction changes. Copy: Creates an exact duplicate of the selected batch. Import: Upload transactions from CSV, Tab-Delimited, Fixed Position or NACHA files. Update: Upload new dollar amount using ID Number as matching field; will not create new transactions. Delete: Remove batch from the system. If the batch is in initiated status, batch also deletes from financial institution. Initiate: Send batch information to financial institution for processing. 4 P a g e

5 MANUALLY CREATE AN ACH BATCH Step 1: From the ACH Batch List page, select the company for which the batch is being created. Create a new batch for: drop-down menu. Step 2: New Batch: Enter batch header information. Batch Name: Distinguishes batch for benefit of originator. SEC Code: Type of ACH batch. Pre-fills based on previous step. Company: Company for which batch is being created for. Pre-fills based on previous step. Company ID: Bank Assigned ID for company. Pre-fills based on previous step. Discretionary Data: Purpose of ACH batch for benefit of customer and financial institution. Entry Description: Purpose of ACH batch that will display to recipient. Click Submit 5 P a g e

6 Step 3: Add Transaction: You can add one transaction at a time or you can Click Add Multiple to add multiple transactions at once. Transaction Information: Name: Recipient of transaction. ID Number: Identification of recipient (employee number, etc.). Amount: Dollar amount of transaction. Prenote: Click this box to have system generate a separate prenote batch. This creates a separate $0 record. Addenda Type: If adding addenda to transaction, select correct type. Addenda: Key in addenda information if needed. Receiving FI Information: Routing: Key in receiving financial institution s routing number. Search option is available. Account Number: Key in recipient s account number. Account Type: Select type of receiving account. Transaction Type: Select whether transaction is a credit or debit. Status: Select Active to include transaction in batch or Hold to omit it from processing. Click: Quick Add to enter next transaction. Add Multiple to key in several transactions. It allows up to 15 records to be added at a time. Import Transaction to import a file. Cancel to return to list of current transactions. Submit to return to list of current transactions. 6 P a g e

7 UPLOADING A NACHA FILE INTO A NEW ACH BATCH Step 1: Select the Upload option from the ACH page Step 2: Click Choose File to locate the file. Using files with.txt file extension is recommended. Click Upload. Step 3: You are directed to the File Status tab. Click refresh list to view the status of the file. Once in an Uploaded status the batch appears on the batch listing page. 7 P a g e

8 IMPORTING A FILE INTO A NEW ACH BATCH ESTABLISHING IMPORT LAYOUT The import feature allows you to import a transaction file. The types of files that can be imported are: CSV, Fixed Position, and Tab Delimited Unlike NACHA files which have a required format, a CSV, Fixed Position, and Tab Delimited file type does not have a required format. Therefore, you can put the transaction information in any order you wish. You must indicate the file layout for the type of file being imported. Step 1: Select Import Layout from the ACH page. Step 2: Select the type of file being imported. 8 P a g e

9 Step 3: Define where the fields are located within the file. If you do not know the Transaction Code you can enter the Account Type and Transaction Type. Enter how the Account Type and Transaction Type are defined in the file. CSV FILE Fixed Position 9 P a g e

10 IMPORTING FILE INTO EXISTING ACH BATCH Step 1: Select Import from the drop-down menu of the batch you would like to Import into. Step 2: Select the type of file from the Import File Type drop-down menu. Click Import. Step 3: Choose File 10 P a g e

11 Click Import. Step 4: You are directed to the File Status tab. Click refresh list to view the status of the file. Once in an Uploaded status the batch appears on the batch listing page. 11 P a g e

12 INITATE ACH BATCH INITIATING A SINGLE BATCH STEP 1: From the ACH Batch List page, find the Batch Name you want to process, select Initiate from the drop down menu. STEP 2: Select Effective Date: from the drop down menu (only dates available for selection display.) This is the day the fund will be debited/credited from accounts for corresponding batch. Select Offset Account: prefilled based on previous steps. Reset amounts to $0.00 after processing batch: check the box to reset all dollar amounts to zero after the file processes overnight. Click Initiate. 12 P a g e

13 You are directed back to the ACH Batch List. The Status of the file would change to Initiated. Once the file has been processed the Status will change to Processed. 13 P a g e

14 QUICK INITIATE ACH BATCHES This allows for multiple batches to be initiated at the same time. STEP 1: Click the box for each batch to be initiated on the batch listing page. Click Initiate Selected. STEP 2. Select Effective Date: Individual dates for each batch, from the drop down menu (only dates available for selection display. Apply Effective Date to all Batch records: check box if all files will have the same effective date and choose the date in the drop down box to the right. Effective Date: day the funds will be debited/credited from/to accounts for corresponding batch Offset Account: prefilled based on previous steps. Reset Records: check the box to reset all dollar amounts to zero after file processes overnight. Click Initiate. 14 P a g e

15 PRENOTE TRANSACTIONS A prenote transaction allows you to send a zero dollar test transaction to verify that the recipients account information is correct before sending the actual credit or debit transaction. With NACHA, prenote transactions have specific trancode requirements. Therefore, you cannot send a normal zero dollar transaction. In Online Banking, a prenote is created by adding the transaction to the batch that will ultimately include the transaction. That transaction is then flagged for prenote and in turn, Online Banking will create a separate batch containing the actual prenote transaction. CREATING PRENOTE TRANSACTIONS STEP 1: Select Edit from the drop down menu for the batch that will ultimately contain the transaction. STEP 2: Select Add Transaction. 15 P a g e

16 STEP 3: Complete the transaction information. Click: Quick Add: to enter next transaction. Add Multiple: to key in several transactions. It allows up to 15 records to be added at a time. Import Transaction: to import a file. Cancel: to return to list of current transactions. Submit: to return to list of current transactions. STEP 4: Select the Prenote option within the Transaction Information. Click Submit. 16 P a g e

17 STEP 5: You will be directed back to the Edit Batch screen, click Submit. You will be directed back to the ACH Batch List. You will see a Batch Name with prefix PNT-XXX 17 P a g e

18 STEP 6: Select Initiate from the batch to send the actual prenote transaction. Once you are ready to send the actual transaction, you will need to edit the dollar amount in the batch template. 18 P a g e

19 TAX PAYMENTS Send federal and/or state taxes (if enabled) via ACH. Company must already be registered with the EFTPS to use this option. CREATE FEDERAL TAX PAYMENTS Pay to: Select Federal. Category Tax FD: Name to distinguish batch for customers benefit. Routing Number: Click Lookup to select financial institution that will receive payment. Company Name: ACH Company tax payment is for. Tax Period: Month and year payment is for. Tax Code: Type of tax payment. Taxpayer ID: Company s EIN number. Payment Amount: Dollar amount of transaction. Pay from Account: Select the account to debit for the offset transaction. If the ACH Company is set up to initiate batches by selecting an offset account, select from available offset accounts. Tax Information ID 1: Amount designated for Social Security. This is an optional field. Tax Information ID 2: Amount designated for MediCare. This is an optional field. Tax Information ID 3: Amount designated for Withholding. This is an optional field. 19 P a g e

20 Click Quick Add: to enter next transaction. Submit: to return to list of current transactions. 20 P a g e

21 CREATE STATE TAX PAYMENTS Pay to: Select state payment is for. Category Tax CO: Name to distinguish batch for the customers benefit. Routing Number: Click on Lookup to select financial institution that will receive payment. Company Name: ACH Company tax payment is for. Tax Period: Month and year payment is for. Tax Code: Click Lookup to select the type of tax payment. Taxpayer ID: Company s EIN number. Amount Type Code: Click Lookup to select the type of amount. Payment Amount: Dollar amount of transaction. Pay from Account: Select the account to debit for the offset transaction. o If the ACH company is set up to initiate batches by selecting an offset account, select from available offset accounts. Click Quick Add: to enter next transaction. Submit: to return to list of current transactions. 21 P a g e

22 ACH OPTIONS HISTORY Displays ACH batches that have been initiated and processed. Clicking View displays the transactions within the batch. 22 P a g e

23 SEARCH Search and display any transactions within all batches that match the search criteria. You can edit/delete the transactions if needed. 23 P a g e

24 ALERTS Alerts are setup at a user level. Each user will need to set up their own alerts. You can choose to have alerts sent to you via Login, or Text. Alerts Listing: displays the alerts you have signed up for. Events: sign up to receive alerts for certain events that happen. This is where you would sign up for ACH events. Balance: sign up to receive alert when your balance falls below or above a set dollar limit you set. Item: sign up to receive alert when a certain item clears an account. Personal: free form alert to send alerts for anything you would like. 24 P a g e