Getting Started. Introduction. Program Features

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1 Getting Started Introduction Congratulations on purchasing EFTXpress for Cashbook. This product enables you to create an EFT file in the exact format your specific bank requires. The file created by EFT can then be presented to your bank to process your EFT payments. Program Features Some of the special features of EFTXpress are listed below: Ease of use for first time users. Seamless Integration with PereSoft Cashbook for Windows. Create EFT files for Accounts Payable, Cashbook and Accounts Receivable Refund entry types. Doc-To-Help Standard Template Getting Started 1

2 Generate EFT files in the exact format your bank requires. The EFT file generated by EFTXpress can be presented to your bank as is without you having to manipulate the data into the required format. What you need to start We assume that you have already installed PereSoft Cashbook for Windows and have setup your Banks in Cashbook correctly. For more information see PereSoft Cashbook for Windows Manual. Installing the Program The installation process updates the PereSoft Cashbook for Windows menu and toolbar and installs the program required to create your specific EFT file type. To Install the Program 1. Start Windows. 2. Insert the EFTXpress CD in your computers CD-ROM drive. 3. The program will automatically show you a menu to allow you to select your options. 4. Fill in the forms as per the installation instructions. 5. Choose Continue to accept your entries and start installation. 6. When the installation is complete, put the EFTXpress CD away for safekeeping. Note: This product requires an activation code. Please ensure you have requested an activation code when installing this product. If you have used the 30 day trial period, you need to register the product when you receive an activation code form PereSoft. Starting EFTXpress EFTXpress only runs from within Cashbook. You need to activate EFTXpress in Sage Accpac ERP Administrative Services Data Activation. Once activated you can proceed to C/B Setup - Setup EFTXpress Banks. Setup EFTXpress Security EFTXpress uses Sage Accpac ERP users and security. You must set up EFTXpress security using Sage Accpac ERP Administrative Services Users, Security Groups and User Authorizations.

3 Figure 1 - EFTXpress (Security Groups) The following EFTXpress Security Rights can be set up in Sage Accpac ERP: CB Batch Entry To select EFT Batch Type Import EFTXpress Banks To Import EFTXpress References Setup EFTXpress Banks To Setup Cashbook Banks for EFTXpress use. Edit EFT Misc. Details - EFT Tab in Miscellaneous Codes where Bank Account Payment information for the Vendor is setup. Doc-To-Help Standard Template 3

4 Reference Guide Setup Banks for EFTXpress Form Figure 2 - EFTXpress (Setup Banks for EFT) The Setup Banks for EFTXpress form consists of the following: Bank Code Select the relevant Bank Account code for which you are creating the EFT file. This bank must have already been set up in Cashbook for Windows. You can only create one EFT file format per Bank Account. Bank Format From the Bank Format drop down list select your bank. Many EFT bank formats are available from PereSoft. Contact your Solution Provider or visit the PereSoft web site to obtain an up to date list of EFT formats available. Export Path In the Export Path field, you must specify the location of the file which you wish to create. This is normally the location from where the file can be sent to your bank.

5 File Extention The file extension that the bank requires for the EFT File. Date Select the date on which the bank will be processing the payment transactions contained in the EFT file. This will be the date on which the consolidated EFT amount (total of all the EFT payments contained in the EFT file) will be reflected on your bank statement. If this date is greater than the login date then this setup date is used else the login date is used when generating the EFT file. Export Fields In the Export Fields section you need to enter the information required by your bank in the relevant fields. Note: The Export Field section will have different fields for each EFT bank format depending on the information required by the specific bank. Every Bank must have a valid number in the Bank Account Number field setup in the C/B Bank Accounts Bank tab. Setup Miscellaneous Codes for EFTXpress All Miscellaneous Codes used in EFT batches must have EFT banking details setup. During activation of EFTXpress an EFT tab with additional fields are created in the C/B Miscellaneous Codes form. The banking details of the Vendor/Customer must be setup as this information is required by the bank to process the EFT payment. Figure 3 - EFTXpress (Setup C/B Miscellaneous Codes EFT Banking Details) Doc-To-Help Standard Template Reference Guide 5

6 Bank Name/Account Number/Branch/Bank ID/Account Type/Reference If the Miscellaneous Code matches a Customer or Vendor Code in Sage Accpac ERP, the bank details recorded will be recalled for use in batch entry. In an EFT batch you are required to keep bank details for your Miscellaneous Customers and Vendors or for Sage Accpac ERP Customers or Vendors, use this form to keep up to 10 Bank Account Name, Account Number, Branch Code, Bank ID, Account Type and Reference fields. If you generate a payment to a Vendor in Sage Accpac ERP Accounts Payable the AP Vendor Code must correspond to the Cashbook Miscellaneous Code for the Bank Details to be retrieved. Creating an EFT Batch When creating a batch you are able to select from three batch types one being an EFT batch. When you create a batch expand the batch information by selecting the Zoom In/Out Command arrow. The following information will be displayed: Figure 4 - EFTXpress (Creating an EFT Batch) Batch ID Cashbook assigns a sequential batch number to each new batch you create. Posting includes the batch number with each transaction detail in a batch, so you can trace a posted detail batch to the original batch entry. You use the batch number to select the batch for editing and for posting. Description You can enter a 30 character description for the batch e.g. Cheques from Payroll, Journals, etc. If the batch is a deposit batch this description will be used as the main description for the transaction once it has been posted to Cashbook. Batch Type Three batch types can be created:

7 Normal - all Cashbook entries Transfers - transferring money between banks. EFT - Create an Electronic Funds Transfer file to submit to your particular bank for processing. Note: During posting, batch types that are EFT will be posted normally and an export file will be created in the directory you setup in the Setup EFTXpress Banks form. The file will be named FTXXXXXXYYYYYY.EXP. The XXXXXX is the Bank Code and the YYYYYY is the Batch Number. Deposit Slip If all the amounts to be entered into the batch have been deposited into the bank on one deposit slip, you must activate this option. When Cashbook posts the batch, all the entries in this batch are combined to form one transaction amount in the Cashbook. Single Reference The Single Reference batch in Cashbook operates the same as a Deposit batch whereby all the entries in a batch are posted through to the Bank Reconciliation with one Reference Number reflecting the total of the batch. The difference between a Single Reference batch and a Deposit batch is a Single Reference batch can contain both Receipt and Payment entries where as the Deposit batch can only contain Receipt entries. The entries in a Single Reference batch can not be printed online. Deposit No / Single Reference No Either accept the deposit/single reference number generated by Cashbook or enter your own deposit/single reference number e.g Deposit / Single Reference Prefix Enter a prefix to add to the beginning of the deposit/single reference number e.g. DP/SR. Doc-To-Help Standard Template Reference Guide 7

8 Retrieving an EFT Batch from Sage Accpac ERP Accounts Payable Figure 5 - EFTXpress (Retrieve EFT Payment Batch from Accounts Payable) When retrieving Accounts Payable Payment batches you can select EFT Batch as the Batch Type. The batches retrieved will then be flagged as EFT batches. Regenerating an EFT Batch If you need to re-generate an EFT File after the EFT batch was posted you can select the EFT File button from a posted EFT Batch in Batch List. This is useful to update the Account Payment information for a Vendor and re-generating the EFT File with the updated payment information without having to repost the EFT batch. Figure 6 - EFTXpress (Re-generate EFT File) Import EFTXpress References Some banks offer you the service to import a file with the reference numbers the bank used when processing the EFT payments. This file can be imported into EFTXpress using the Import EFTXpress References function. This will allow the reference numbers provided by the bank to be allocated to the posted EFT transactions. The EFT reference numbers in the Cashbook will then be the same as

9 the reference numbers on the bank statement, facilitating easy bank reconciliations in the Cashbook and via RecXpress. EFTXpress Reports The following reports can be printed for EFT: EFTXpress Bank Setup Print EFTXpress Bank Setup report from Setup EFTXpress Banks - File Print. Figure 7 - EFTXpress (Print Bank Setup) EFT Bank Audit Print EFTXpress Bank Audit from C/B Audit Reports Registers EFT Bank Audit. Figure 8 - EFTXpress (EFT Bank Audit) Doc-To-Help Standard Template Reference Guide 9

10 Audit List in C/B Register Reports to print any fields that have been modified in the EFT Tab of Miscellaneous Codes (where Bank Account Payment information for the Vendor is setup) as well as the User responsible for the modification.