Regions Biller Xchange SM

Transcription

1 Regions Biller Xchange SM A/R File Format Guide Regions Bank Member FDIC Revised

2 Table of Contents 1. 0 Purpose Acronyms and Definitions Standard AR File Output Standard AR File Requirements Header File Record Batch Header Record Detail Record Supplemental Record Batch Trailer Record File Trailer Record Website Accessed Remittance/Returns Download File Extended Standard A/R File Format Specifications File Layout Definition File Header Record Layout Batch Header Record Layout Payment Detail Record Layout Payment Addenda Record Layout Supplemental Record Supplemental Record Credit Memo Processing Credit Memo Detail Record Layout Credit Memo Addendum Record Layout (Standard A/R) Batch Trailer Record Layout File Trailer Record Layout ACH Formatted A/R File Format Specifications A/R File Data Type Specifications File Header Record Batch Header Record Detail Record... 31

3 5.1.4 Batch Control Record File Control Record Industry-specific A/R File Formats A/R File Formats Supporting Key Industry Property Management Systems Yardi Property Management Formats Yardi Base File General File Notes Detail Sample Sample Field Values Yardi Full Length File (SYN) General File Notes Detail Sample Sample Field Values Yardi with DDA File (AAM) General File Notes Detail Sample Sample Field Values Leasehold Property Management Format General File Notes Sample BJ Murray Property Management Format General File Notes Mapping Table Mapping Tables Tenant Detail Record Batch Trailer Record File Control Record Record Layout Definitions... 44

4 9.4.1 Tenant Detail Record Definition (Record Type =1) Batch Trailer Record (DDA Total, Record Type =2) File Control Record (Record Type =3) Sample WAUSAU A/R File Format General File Notes Mapping Tables Data Types Definitions File Header (Record 1) Mapping Tables Data Types Definitions File Header (Record 1) Batch Header (Record ID 5) Detail (Record ID 6) Detail (Record ID 6) Batch Trailer (Record ID 8) File Trailer (Record ID 9) Sample Appendix 1 - ASCII Character Set Offset by 32 - Yardi ebanking Module Appendix 2 - Biller Profile/Biller Control Panel Tab List of Tables Table 1 Standard A/R Header File Record... 7 Table 2 Standard A/R Batch Header Record... 7 Table 3 Standard A/R Detail Record... 8 Table 4 Standard A/R Supplemental Record Remit Fields Pass-through Table 5 Standard A/R Supplemental Record Freeform Text Table 6 Standard A/R Batch Trailer Record Table 7 Standard A/R File Trailer Record Table 8 Extended Standard A/R File Header Record Table 9 Extended Standard A/R Batch Header Record... 17

5 Table 10 Extended Standard A/R Payment Detail Record Table 11 Extended Standard A/R Supplemental 70 Payment Addenda Record Table 12 Extended Standard A/R Supplemental 71 Payment Addenda Record Table 13 Extended Standard A/R Credit Memo Detail Record Table 14 Extended Standard A/R Credit Memo Addendum Record Table 15 Extended Standard A/R Batch Trailer Record Table 16 Extended Standard A/R File Trailer Record Table 8 ACH Formatted File Header Record Table 9 ACH Formatted Batch Header Record Table 10 ACH Formatted Detail Record Table 11 ACH Formatted Batch Control Record Table 12 ACH Formatted File Control Record Table of Figures Figure 1 Remittance File Download Feature Figure 2 Mapping Table... 41

6 1. 0 Purpose This document provides an overview of available A/R file formats. The system supports a standard A/R file format, an ACH file formatted A/R, and industry specific A/R file formats. The A/R File Format is selected at the Bank/Biller level. Refer to the Biller (Client) Site Setup and Configuration document for more information about this selection. All documentation is based on default system settings. Recent system updates may not be reflected in this document Acronyms and Definitions Term Definition Biller/Client Regions client who uses Regions Biller Xchange as a payment interface for services rendered. Partner/Regions Regions -- responsible for hosting the system for the Biller Standard AR File Output 3.1 Standard AR File Requirements NOTE: A Standard Remittance/AR file is available for clients who wish to receive their file via SFTP. The file layout is a 300 byte fixed block sequential file. Message classes and other transmission data will be communicated separately, once the final transmission method has been agreed to. Each record should be initialized to spaces before populating the elements as shown below. Data types used are alphanumeric (Type = A, which should be left justified padded with spaces), and numeric (Type = N, which will be right justified with leading zeroes). Numeric fields are unpacked with implied decimal points; for example, a payment for $56, would be represented as: All amounts are shown as positive numbers, so a payment reversal for the same amount would also be represented as: There are 6 record types: File Header Record code = 1 Batch Header Record code = 5 Detail Record code = 6 Detail Addendum Record code = 7 Batch Trailer Record code = 8 File Trailer Record code = 9 The transmission file should begin with a single file header record followed by a batch header record. Following that should be detail records for a specific transaction type (regular payment, deposit payment, payment reversal), followed by a batch trailer at the end of each transaction type. There may be multiple batches for each transaction type, but transaction types may not be mixed in a single batch. The last record in the file should be a file trailer, representing the total for all batches contained within the file. 6

7 At each cutoff, a single consolidated standard AR file and a group of all Biller level standard AR files will be generated Header File Record There must be one header record per file transmission. Table 1 Standard A/R Header File Record Field Name Position Length Type Data Record Code 1 1 A 1 Regions Name 2 16 A Regions Short Name File Creation Date 18 8 A Date file was created in format CCYYMMDD File Creation Time 26 4 A Time file was created in format HHMM File type 30 4 A PROD or MEMO, depending upon whether it is a payment or memo posting file Filler A Spaces Batch Header Record There must be one batch header record per file transmission. Table 2 Standard A/R Batch Header Record Field Name Position Length Type Data Record Code 1 1 A 5 Client ID 2 10 A Software Provider assigned ClientID Biller Name A Biller Name Bach 24 7 N Sequential number of batch in file Filler A Spaces 7

8 3.1.3 Detail Record There must be one detail record per individual payment or ACH return transaction (credit card reversals, credits or voids are not included in this file). Table 3 Standard A/R Detail Record Field Name Position Length Type Data Record Code 1 1 A 6 Transaction type 2 2 A Type of transaction. Allowed types are: 50 Regular payment 53 Payment reversal Reversal reason code 4 3 A To be populated whenever Transaction Type = 53. Use one of the following: This field will contain standard NACHA Return Reasons code. For more information, refer to the ACH Files document. Payment ID 7 19 A Confirmation number of payment Account number A Biller account number Payment amount N Payment or payment reversal amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. Fee amount N Fee or fee reversal amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. NOTE: When the fee is separated from the principal, there will be two records: one for the fee and one for the principal. The principal record will have addenda records and the fee record will not. When the fee is combined with the principal, there will be one record that will have addenda records. Total Transaction Amount N Payment amount plus Fee amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. Tender Type 74 3 A USD, and for future use 8

9 Field Name Position Length Type Data Payment Date 77 8 A Effective date of payment, format YYYYMMDD Customer Name A Customer s Name For Separate Name Option: First and Last names are separated by a space in between For Consolidated Name Option: Company name is used. If no company name is given, the first and last names are separated by a space in between. NOTE: Anything longer than 22 characters will be truncated. Customer A Customer s primary address Customer Phone A Customer s primary phone number Customer Cell Phone A Customers cell phone number Transaction date A Date transaction was created, format CCYYMMDD Transaction time A Time transaction was created, format HHMMSS, military time. Detail Sequence number Biller Invoice N Begin 1 on the first detail record, and add 1 for each additional record in the Batch A Biller Invoice passed from Customer Billing File Payment Source A CSR Payment captured by CSR, either Enrolled or Unenrolled WEB Payment captured by web interface IVR Payment captured by IVR interface Payment Mechanism A ENR Enrolled Consumer UNE Unenrolled Consumer 9

10 Field Name Position Length Type Data Payment Method A A=ACH C=Credit Card\Visa & MC Debit D=ATM/Debit Payment Account/Card Type A ACH PC=Personal Check PS=Personal Savings BC=Business Check BS=Business Savings Credit/Debit Card AX=American Express DI=Discover VI=Visa MC = MasterCard Last 4 of payment account Credit card expiration date Credit card authorization code A Last 4 digits of payment account number, ACH account number, CC number or ATM/DC number N Credit card expiration date format mmyy N Credit card authorization code returned by merchant processor ATM Trace ID A Trace ID provided by the ATM network; identifies transaction for research purposes Payment codes A Payment Code for the payment SEC Code A This is the ACH Standard Entry Class Code FDICode A This is the Funds Direction Code that is passed from Bill File 10

11 If your organization, as a Biller, has Credit Memo enabled, the Credit Memo and Returned Credit Memo 6 records use the following formats. Field Name Position Length Type Data Record Code 1 1 A 6 Transaction type 2 2 A Transaction Types Allowed: 55 Credit Memo 56 Return Credit Memo Reversal reason code 4 3 A To be populated when Transaction Type = 56 Use one of the following: NACHA Return Reasons code (Use same code as for the payment returned) Payment ID 7 19 A Confirmation number of payment Account number A Biller account number Payment amount N Payment or payment reversal amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. Fee amount N NOTE: When the fee is separate from the principal, there will be two records: one for the fee and one for the principal. The principal record will have addenda records and the fee record will not. When the fee is combined with the principal, there will be one record that will have addenda records. Total Transaction Amount N Credit Memo amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. Tender Type 74 3 A USD, and for future use Payment Date 77 8 A Effective date of payment, format CCYYMMDD Customer Name A Customer s Name For Separate Name Option: First and Last names are separated by a space in between For Consolidated Name Option: Company name is used. If no company name is given, the first and last names are separated by a space in between. NOTE: Anything longer than 22 characters will be truncated. 11

12 Field Name Position Length Type Data Customer A Customer s primary address Customer Phone A Customer s primary phone number Customer Cell Phone A Customers cell phone number Transaction date A Date transaction was created, format CCYYMMDD Transaction time A Time transaction was created, format HHMMSS, military time Detail Sequence number Biller Invoice N Begin 1 on the first detail record, and add 1 for each additional record in the Batch A Biller Invoice passed from Customer Billing File Payment Source A Use payment source for the payment CSR Payment captured by CSR, either Enrolled or Unenrolled WEB Payment captured by web interface IVR Payment captured by IVR interface Payment Mechanism A Use payment source for the payment ENR Enrolled Consumer UNE Unenrolled Consumer All fields above are the same as Transaction Type 50 and 53. Fields below are different for this Transaction Type. Credit Memo Reason Code A Credit Memo Reason Code Filler A Spaces Supplemental Record There must be one detail supplemental record per individual payment transaction for Billers who provide defined remittance fields in the billing file. Supplemental detail record 7 has a supplemental record type 70. There would be a record 7 type 70 immediately after the payment 6 record only if defined remittance fields were provided in the billing file. There is no detail supplemental record for individual fee transactions. 12

13 Table 4 Standard A/R Supplemental Record Remit Fields Pass-through Field Name Position Length Type Data Record Code 1 1 A 7 Transaction type 2 2 A Type of transaction. Allowed types are: 70 Supplemental Record Filler 4 3 A Blank Payment ID 7 19 A Confirmation number of payment Account number A Biller account number Biller Remittance Field 1 Biller Remittance Field 2 Biller Remittance Field 3 Biller Remittance Field 4 Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field 5 Filler A Spaces Supplemental detail record '7' has new supplemental record type '71'. There would be a record '7' type '71' immediately after the payment '6' record only if the user short pay free-form text comment is nonblank. Table 5 Standard A/R Supplemental Record Freeform Text Field Name Position Length Type Data Record Code 1 1 A 7 Transaction type 2 2 A Type of transaction. Allowed types are: 71 Supplemental Record Filler 4 3 A Blank 13

14 Field Name Position Length Type Data Payment ID 7 19 A Confirmation number of payment Account number A Consumer s account number Credit Memo and Payment Text if enabled A Credit memo and Payment Detail Text for the payment, entered by the consumer for that individual payment. Filler A Spaces Batch Trailer Record There must be one record per batch, after each group of detail records representing one batch. The Biller should batch the payments. Table 6 Standard A/R Batch Trailer Record Field Name Position Length Type Data Record Code 1 1 A 8 Batch Detail Count 2 10 N Total number of detail records in the batch, zerofilled Batch Debit Total N Total of Debit payment amounts in the batch. All amounts should be shown as positive numbers, regardless of the transaction type, with 2 implied decimal places Batch Credit Total N Total of Credit payment amounts in the batch. All amounts should be shown as positive numbers, regardless of the transaction type, with 2 implied decimal places Bach 36 7 N Should match Batch Header Filler A Spaces 14

15 3.1.6 File Trailer Record There must be one record per file. Table 7 Standard A/R File Trailer Record Field Name Position Length Type Data Record Code 1 1 A 9 Total Batch File 2 6 N Total of Batches in the file Total Detail File 8 12 N Total of Detail records in the file Total Debit File N Total of Debit payment amounts in the file. All amounts should be shown as positive numbers, with 2 implied decimal places Total Credit File N Total of Credit payment amounts in the file. All amounts should be shown as positive numbers, with 2 implied decimal places Filler A Spaces 3.2 Website Accessed Remittance/Returns Download File As a Biller, your organization Billers has the ability to download your Remittance and Returns from the system website. The file is available for download after the cut off time each day via the Remittance File Download option available in the File Management group on the Main Menu. The file may be downloaded in either a XLS or CSV format. Figure 1 Remittance File Download Feature If your organization is a Credit Memo and Payment code Biller, that information may be included in the remittance file download. The options are set in the Biller Profile on the Payment Screen tab. For more information on the Remittance File, refer to the Reporting document. 15

16 4. 0 Extended Standard A/R File Format Specifications An extended version of the Standard A/R File meets business requirements for extended length reporting on Account, Biller Invoice and inclusion of reporting on Depository information by adding the following fields to the A/R File: ACH Company ID ACH Company Name Routing Transit (Biller) DDA Account CC MID NOTE: Depository information is not mandatory so any Regions Biller Xchange client can use this extended version of the Standard A/R File without needing to provide the depository information. NOTE: The Extended Standard A/R File Format has an increased block size of 550 bytes. There are no other changes in behavior, supported functionality and file layout definition in comparison to the Standard A/R file. 4.1 File Layout Definition File Header Record Layout One header record per file transmission Table 8 Extended Standard A/R File Header Record Field Name Position Length Type Data Record Code 1 1 A Partner Name (Regions) 2 16 A Partner Short Name File Creation Date 18 8 A Date file was created in format CCYYMMDD File Creation Time 26 4 A Time file was created in format HHMM File type 30 4 A PROD or MEMO, depending upon whether it is a payment or memo posting file Filler A Spaces 16

17 4.1.2 Batch Header Record Layout One batch header record per file transmission. Table 9 Extended Standard A/R Batch Header Record Field Name Position Length Type Data Record Code 1 1 A 5 Client ID 2 10 A Assigned Client ID Biller Name A Biller Name Batch 24 7 N Sequential number of batch in file Filler A Spaces Payment Detail Record Layout Table 10 Extended Standard A/R Payment Detail Record Field Name Position Length Type Data Record Code 1 1 A 6 Transaction type 2 2 A Type of transaction. Allowed types are: 50 Regular payment 53 Payment reversal Reversal reason code 4 3 A To be populated whenever Transaction Type = 53. Use one of the following: NACHA Return Reasons code will be used Payment ID 7 19 A Confirmation number of payment Account number A Account on the Invoice being paid. In case a single payment spans multiple invoices for users who have multiple accounts, the account number value on the '6' must reflect account numbers on the invoice this '6' record refers to. 17

18 Field Name Position Length Type Data Payment amount N Payment or payment reversal amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. Fee amount N Fee or fee reversal amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. Total Transaction Amount N Payment amount plus Fee amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. Tender Type A USD, and for future use Payment Date A Effective date of payment, format CCYYMMDD Customer Name A Customer s Name Customer A Customer s primary address Customer Phone A Customer s primary phone number Customer Cell Phone A Customers cell phone number Transaction date A Date transaction was created, format CCYYMMDD Transaction time A Time transaction was created, format HHMMSS, military time Detail Sequence number Biller Invoice N Begin 1 on the first detail record, and add 1 for each additional record in the Batch A Biller Invoice passed from Customer Billing File 18

19 Field Name Position Length Type Data Payment Source A CSR Payment captured by CSR, either Enrolled or Unenrolled WEB Payment captured by web interface IVR Payment captured by IVR interface Payment Mechanism A ENR Enrolled Consumer UNE Unenrolled Consumer Payment Method A A=ACH C=Credit Card\Visa & MC Debit D=ATM/Debit Payment Account/Card Type A ACH PC=Personal Check PS=Personal Savings BC=Business Check BS=Business Savings Credit/Debit Card AX=American Express DI=Discover VI=Visa MC = MasterCard Last 4 of payment account Credit card expiration date Credit card authorization code A Last 4 digits of payment account number, ACH Account number, CC number or ATM/DC number N Credit card expiration date format MMYY N Credit card authorization code returned by merchant processor 19

20 Field Name Position Length Type Data ATM Trace ID A Trace ID provided by the ATM network; identifies transaction for research purposes Short Pay Reason Code A Short Pay Reason Code for the payment. SEC Code A This is the ACH Standard Entry Class Code FDI Code A This is the Funds Direction Code that is passed from Bill File ACH Company ID A ACH Company ID (Only on ACH transactions) ACH Company Name Routing Transit A ACH Company Name (Only on ACH transactions) N Depository Bank Routing (Only on ACH transactions) DDA Account N DDA Account (Only on ACH transactions) CC MID A Credit Card Payment MID (Only on CC transactions) Principal Payment or Fee Payment MID (Only on CC transactions) Filler A Spaces 4.2 Payment Addenda Record Layout Supplemental Record 70 One detail supplemental record per individual Invoice Payment for organizations that provide defined remittance fields in their billing file. For ACH return and credit card refunds, the value in the payment ID will contain the original payment ID number versus the return or refund Payment ID. 20

21 Table 11 Extended Standard A/R Supplemental 70 Payment Addenda Record Field Name Position Length Type Data Record Code 1 1 A 7 Transaction type 2 2 A Type of transaction. Allowed types are: 70 Supplemental Record Filler 4 3 A Blank Payment ID 7 19 A Confirmation number of payment Account number A Same as on the corresponding '6' record this "Supplemental Record" applies to. Biller Remittance Field 1 Biller Remittance Field 2 Biller Remittance Field 3 Biller Remittance Field 4 Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field 5 Filler A Spaces Supplemental Record 71 NOTE: This section is applicable only to those payments which have Payment Free Form text comment not blank. One detail supplemental record per individual Invoice Payment. For ACH return and credit card refunds, the value in the payment ID will contain the original payment ID number versus the return or refund Payment ID. 21

22 Table 12 Extended Standard A/R Supplemental 71 Payment Addenda Record Field Name Position Length Type Data Record Code 1 1 A 7 Transaction type 2 2 A Type of transaction. Allowed types are: 71 Supplemental Record Filler 4 3 A Blank Payment ID 7 19 A Confirmation number of payment Account number A Same as on the corresponding '6' record this "Supplemental Record" applies to. Short Pay Reason A Short Pay Detail Text for the payment, entered by the consumer for that individual short pay. Filler A Spaces 4.3 Credit Memo Processing If Biller enabled, Credit Memo transactions will be recorded and reported via AR file. Below find layout definitions for both Detail and Addendum records Credit Memo Detail Record Layout Data Types: Numeric (N) Right justified, leading zeroes Alpha Numeric (A) Left justified, padded with spaces Note new account number length definition, DDA/CC fields added. New Record length 550. Table 13 Extended Standard A/R Credit Memo Detail Record Field Name Position Length Type Data Record Code 1 1 A 6 Transaction type 2 2 A Transaction Types Allowed: 55 Credit Memo 56 Return Credit Memo 22

23 Field Name Position Length Type Data Reversal reason code 4 3 A To be populated when Transaction Type = 56. Use one of the following: NACHA Return Reasons code (Use same code as for the payment returned) Payment ID 7 19 A Confirmation number of payment Account number A Biller account number Payment amount N Payment or payment reversal amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. Fee amount N N/A Total Transaction Amount N Credit Memo amount. All amounts should be shown as positive numbers regardless of the transaction type, with 2 implied decimal places. Tender Type A USD, and for future use Payment Date A Effective date of payment, format CCYYMMDD Customer Name A Customer s Name Customer A Customer s primary address Customer Phone A Customer s primary phone number Customer Cell Phone A Customers cell phone number Transaction date A Date transaction was created, format CCYYMMDD Transaction time A Time transaction was created, format HHMMSS, military time 23

24 Field Name Position Length Type Data Detail Sequence number Biller Invoice N Begin 1 on the first detail record, and add 1 for each additional record in the Batch A Biller Invoice passed from Customer Billing File Payment Source A Use payment source for the payment CSR Payment captured by CSR, either Enrolled or Unenrolled WEB Payment captured by web interface IVR Payment captured by IVR interface Payment Mechanism A Use payment source for the payment ENR Enrolled Consumer UNE Unenrolled Consumer Credit Memo Reason Code A Credit Memo Reason Code ACH Company ID A ACH Company ID (Only on ACH transactions) ACH Company Name Routing Transit A ACH Company Name (Only on ACH transactions) N Depository Bank Routing Transit (Only on ACH transactions) DDA Account N DDA Account (Only on ACH transactions) CC MID A Credit Card Payment MID (Only on CC transactions) Principal Payment or Fee Payment MID (Only on CC transactions) Filler A Spaces 24

25 4.3.3 Credit Memo Addendum Record Layout (Standard A/R) Data Types: Numeric (N) Right justified, leading zeroes Alpha Numeric (A) Left justified, padded with spaces Table 14 Extended Standard A/R Credit Memo Addendum Record Field Name Position Length Type Data Record Code 1 1 A 7 Transaction type 2 2 A Type of transaction. Allowed types are: Filler 4 3 A Blank 70 Supplemental Record Payment ID 7 19 A Confirmation number of payment Account number A Same as on the corresponding '6' record this "Supplemental Record" applies to Biller Remittance Field 1 Biller Remittance Field 2 Biller Remittance Field 3 Biller Remittance Field 4 Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field N Data passed by the Biller as Biller Remittance Field 5 Filler A Spaces Field Name Position Length Type Data Record Code 1 1 A 7 Transaction type 2 2 A Transaction Types Allowed: Supplemental Record Filler 4 3 A Blank 25

26 Field Name Position Length Type Data Payment ID 7 19 A Confirmation number of payment Account number A Consumer s account number Credit Memo and Payment Text if enabled A Reasoning Detail Text for the payment, entered by the consumer for that individual payment. Filler A Spaces Batch Trailer Record Layout Increased block size in reference to Standard A/R File One per batch, after each group of detail records representing one batch. Payments should be batched by your organization as the Biller. Table 15 Extended Standard A/R Batch Trailer Record Field Name Position Length Type Data Record Code 1 1 A 8 Batch Detail Count 2 10 N Total number of detail records in the batch, zero-filled Batch Debit Total N Total of Debit payment amounts in the batch. All amounts should be shown as positive numbers, regardless of the transaction type, with 2 implied decimal places Batch Credit Total N Total of Credit payment amounts in the batch. All amounts should be shown as positive numbers, regardless of the transaction type, with 2 implied decimal places Batch 36 7 N Should match Batch Header Filler A Spaces 26

27 4.3.5 File Trailer Record Layout Increased block size in reference to Standard A/R File One record per file Table 16 Extended Standard A/R File Trailer Record Field Name Position Length Type Data Record Code 1 1 A 9 Total Batch File 2 6 N Total of Batches in the file Total Detail File 8 12 N Total of Detail records in the file Total Debit File N Total of Debit payment amounts in the file. All amounts should be shown as positive numbers, with 2 implied decimal places Total Credit File N Total of Credit payment amounts in the file. All amounts should be shown as positive numbers, with 2 implied decimal places 5. 0 ACH Formatted A/R File Format Specifications The ACH Formatted A/R File will conform to the following specifications: Currently used by Jack Henry Silverlake Does not support the following functionality: o o o o o Balanced ACH File Credit Memos Payment Processing FDI Codes Fees Invoice Payment Codes Supports Credit and Debit transactions included in 2 separate batches: o o Credit Batch Payment transactions Debit Batch Payment Returns transactions An empty file will be generated when no payment transactions exist for the day. Empty file definition = File Header (1) and File Trailer (9) Note: File will contain a batch ONLY if transactions are to be reported. No empty batch will exist if no transactions are to be reported for that batch type (Credit/Debit) Will only be granular down to the account level. Invoice level payment transactions are not reported. File is at the Biller level. Will only generate a Bank/Global level file following the standard A/R file format 27

28 5.1 A/R File Data Type Specifications 28

29 5.1.1 File Header Record Table 17 ACH Formatted File Header Record Data Element Record Priority Immediate Immediate File File File ID Record Blocking Format Immediate Immediate Reference Name Type Code Destination Origin Creation Creation Modifier Size Factor Code Destination Origin Name Code Code Date Time Name Field Inclusion Requirement M R M M R O M M M M O O O Contents '1' 01' bttttaaaa bttttaaa YYMMDD HHMM Upper Alpha-Numeric 094' '10' '1' Alpha- Alpha- C AC Case Numeric Numeric A-Z Numeric 0-9 Length Position

30 5.1.2 Batch Header Record Table 18 ACH Formatted Batch Header Record Data Record Service Company Company Company Standard Company Company Effective Settlement Originator Originating Batch Element Type Class Name Discretionary Identification Entry Entry Descriptive Entry Date Status DFI Name Code Code Data Class Descripti Date Date (Julian) Code Identification Code on Field Inclusion Requirement M M M O M M M O R M M M M Alpha-Numeric NNNNNNNN Alpha Contents '5' NNN Alpha- Alpha- Alpha- YYMMD Blanks '1' Numeric Numeric Numeric NN Numeric Numeric D Length Position

31 5.1.3 Detail Record Table 19 ACH Formatted Detail Record Data Record Transaction Receiving DFI Check Digit DFI Amount Individual Individual Payment Addenda Trace Element Type Code Identification Account Identification Name Type Record Name Code Code Indicator Field Inclusion Requirement M M M M R M O M R M M Contents '6' Numeric TTTTAAAA Numeric Alpha- $$$$$$$$ Alpha-numeric Alpha- Alpha- Numeric Numeric numeric cc numeric numeric Length Position

32 5.1.4 Batch Control Record Table 20 ACH Formatted Batch Control Record Data Element Record Service Entry / Entry Total Debit Total Credit Company Message Reserved Originating DFI Batch Name Type Class Addenda Hash Entry Dollar Entry Dollar Identification Authentication Identification Code Code Count Amount Amount Code Field Inclusion Requirement M M M M M M R O N/A M M Contents '8' Numeric Numeric Numeric $$$$$$$$$cc $$$$$$$$$cc NNNNNNNNNN Blank Blank TTTTAAAA Numeric Length Position

33 5.1.5 File Control Record Table 21 ACH Formatted File Control Record Field Data Element Record Batch Count Block Count Entry / Entry Hash Total Debit Total Credit Reserved Name Type Addenda Count Entry Dollar Entry Dollar Code Amount in File Amount in File Field Inclusion Requirement M M M M M M M N/A Contents '9' Numeric Numeric Numeric Numeric $$$$$$$$$$cc $$$$$$$$$$cc Blank Length Position

34 6. 0 Industry-specific A/R File Formats 6.1 A/R File Formats Supporting Key Industry Property Management Systems A/R File Format Specific Industry File Types Yardi Systems Inc. Leading provider of software solutions for the real estate industry. Yardi Base File Yardi Full Length File (SYN) o Yardi Genesis 12/12 version Yardi with DDA File (AAM) o Yardi Voyager (SP17) with the Condo/Co-op/HOA module version of 05 Leasehold Systems Advanced real estate management system Leasehold File BJ Murray Real estate management system BJ Murray A/R File WAUSAU Leading provider of software solutions for financial institutions and corporations WAUSAU A/R File: This is a custom short A/R file 7. 0 Yardi Property Management Formats 7.1 Yardi Base File General File Notes Uses Tenant Code/ID conversion via ASCII Character Set Offset by 32 - Yardi ebanking Module (See Appendix 1) Fields comma delineated Fees only use Separated Fees which will provide 2 separate records. Cannot use Combined Fees 34

35 7.1.2 Detail Field # Field Name Field Type Field Length " " Defined Field Notes Field 1 Tenant Code/ID Numeric 16 Min / 16 Max Yes Post ASCII Conversion Field 2 Amount Numeric 3 Min / 13 Max No Currency - include decimal with cents Field 3 Date of Deposit Numeric 8 Min / 8 Max Yes MMDDYYYY Field 4 Check Numeric 1 Min / 24 Max Yes Filled in with Transaction ID field. Field 5 Bank Use Alphanumeric 0 Min / 120 Max Yes If Regions level switch is selected, then filled with Bank Use A/R Prefix field located in Biller Profile / Biller Control Panel tab beneath the AR File Processor field. (See Appendix 2) Sample " ",367.16," ","384512","" " ",95.00," ","384644","" " ",614.03," ","384715","" " ",614.03," ","384863","" " ",614.03," ","384988","" 35

36 7.1.4 Sample Field Values Line Item Tenant Code/ID (Preconv) Amount Date of Deposit Check Bank Use $ /11/ g165 $ /11/ $ /11/ $ /11/ $ /11/ Yardi Full Length File (SYN) General File Notes Platform Supported: Yardi Genesis 12/12 version Uses Tenant Code/ID conversion via ASCII Character Set Offset by 32 - Yardi ebanking Module (See Appendix 1) Fields comma delineated Fees only use Separated Fees which will provide 2 separate records. Cannot use Combined Fees Detail Field # Field Name Field Type Field Length " " Defined Field Notes Differences from BASE Field 1 Tenant Code/ID Numeric 16 Min / 16 Max Yes Post ASCII Conversion N/A Field 2 Amount Numeric 13 Min / 13 Max No Currency - include decimal with cents Field Min Lengths / Right Justified, Zero Fill Field 3 Date of Deposit Numeric 8 Min / 8 Max Yes MMDDYYYY N/A 36

37 Field # Field Name Field Type Field Length " " Defined Field Notes Differences from BASE Field 4 Check Numeric 24 Min / 24 Max Yes Filled in with Transaction ID field. Field Min Lengths / Left Justified, Space Fill Field 5 Bank Use Alphanumeric 0 Min / 120 Max Yes If Regions level switch is selected, then filled with Bank Use A/R Prefix field located in Biller Profile / Biller Control Panel tab beneath the AR File Processor field. (See Appendix 2) N/A Sample " ", ," "," ","" " ", ," "," ","" " ", ," "," ","" " ", ," "," ","" " ", ," "," ","" Sample Field Values Line Item Tenant Code/ID (Pre-conv) Amount Date of Deposit Check Bank Use 1 203#3w $1, /7/ Blank 2 203#ce $1, /7/ Blank 3 24#1r $1, /7/ Blank 37

38 Line Item Tenant Code/ID (Pre-conv) Amount Date of Deposit Check Bank Use 4 24#4r $ /7/ Blank 5 335#1r $1, /7/ Blank 7.3 Yardi with DDA File (AAM) General File Notes Platform Supported: Yardi Voyager (SP17) with the Condo/Co-op/HOA module version of 05 Uses Tenant Code/ID conversion via ASCII Character Set Offset by 32 - Yardi ebanking Module (See Appendix 1) Fields comma delineated Fees only use Separated Fees which will provide 2 separate records. Cannot use Combined Fees Detail Field # Field Name Field Type Field Length " " Defined Field Notes Differences from BASE Field 1 Depository DDA Numeric 10 Min / 10 Max No Entire Field added Field 2 Tenant Code/ID Numeric 16 Min / 16 Max No Post ASCII Conversion Field #, Not "" Defined Field 3 Amount Numeric 3 Min / 13 Max No Currency - include decimal with cents Field # Field 4 Date of Deposit Numeric 8 Min / 8 Max No MMDDYYYY Field #, Not "" Defined Field 5 Check Numeric 1 Min / 24 Max No Filled in with Transaction ID field. Field #, Not "" Defined 38

39 Field # Field Name Field Type Field Length " " Defined Field Notes Differences from BASE Field 6 Bank Use Alphanumeric 13 Min / 13 Max No If Regions level switch is selected, then filled with Bank Use A/R Prefix field located in Biller Profile / Biller Control Panel tab beneath the AR File Processor field. (See Appendix 2) Field #, Field Min Length, Not "" Defined Sample , ,421.10, ,384240,BANKACH , ,484.76, ,384356,BANKACH , ,425.98, ,384417,BANKACH , ,853.01, ,384498,BANKACH , ,463.03, ,384554,BANKACH Sample Field Values Line Item Depository DDA Tenant Code/ID (Pre-conv) Amount Date of Deposit Check Bank Use (Biller Specific) t $ /3/ BANKACH t $ /3/ BANKACH t $ /3/ BANKACH t $ /3/ BANKACH t $ /3/ BANKACH

40 8. 0 Leasehold Property Management Format 8.1 General File Notes Fees only use Separated Fees which will provide 2 separate records. Cannot use Combined Fees Leasehold Field Name System Field Name Data Type Length Padding Dollar Amount Amount Numeric 10 No decimal point, flushed right, padded with leading zeroes Building Code Reference Numeric 6 Fixed length (always 6 chars.), no padding Unit Other Alphanumeric 20 Flushed right, padded with leading spaces Tran ID Transaction ID Alphanumeric 19 Flushed left, no padding Sample

41 9. 0 BJ Murray Property Management Format 9.1 General File Notes Fees only use Separated Fees which will provide 2 separate records. Cannot use Combined Fees 9.2 Mapping Table Figure 2 Mapping Table 41

42 9.3 Mapping Tables Tenant Detail Record BJ Murray System Comments/Notes Lockbox bmclients.lockboxid DDA Account bmpayment.client.ebppdata.depositorydda Batch N/A A/R file computed field Sequence N/A A/R file computed field (starting from zero) Building Account First 3 characters of Reference (Billing file) Tenant Account Last 3 characters of Reference (Billing file) Date Due Payment.DueDate Processed Date Payment.ProcessDate Amount Paid InvoicePayments.Amount Operator N/A Sample file contains for all records Filler N/A Blank spaces Record Type N/A Value= 1 42

43 9.3.2 Batch Trailer Record BJ Murray System Comments/Notes Lockbox bmclients.lockboxid DDA Account bmpayment.client.ebppdata.depositorydda Total Amount Paid N/A A/R file computed field Filler N/A Blank spaces Record Type N/A Value= File Control Record BJ Murray System Comments/Notes Lockbox bmclients.lockboxid Total of detail transactions N/A A/R file computed field Total Bank Deposits N/A A/R file computed field Processed Date N/A A/R file processed date Filler N/A Blank spaces Record Type N/A Value=3 43

44 9.4 Record Layout Definitions Tenant Detail Record Definition (Record Type =1) Position Data Type Description Length Notes/Value 1-6 Numeric Lockbox 6 Right Justified, Zero Filled 7-18 Numeric DDA Account 12 Right Justified, Zero Filled Numeric Batch 5 Right Justified, Zero Filled Numeric Sequence 5 Right Justified, Zero Filled Numeric Building Account 4 Right Justified, Zero Filled Numeric Tenant Account 4 Right Justified, Zero Filled Numeric Date Due 4 MMYY Numeric Processed Date 6 MMDDYY Numeric Amount Paid 8 Right Justified, Zero Filled, Implicit Decimals "######00" Numeric Operator 5 Right Justified, Zero Filled Alphanumeric Filler 20 Blanks 44

45 Position Data Type Description Length Notes/Value Numeric Record Type 1 Value = Batch Trailer Record (DDA Total, Record Type =2) Position Data Type Description Length Notes/Value 1-6 Numeric Lockbox 6 Right Justified, Zero Filled 7-18 Numeric DDA Account 12 Right Justified, Zero Filled Numeric Total Amount Paid 12 Right Justified, Zero Filled, Implicit Decimals "##########00" Alphanumeric Filler 49 Blanks Numeric Record Type 1 Value = File Control Record (Record Type =3) Position Data Type Description Length Notes/Value 1-6 Numeric Lockbox 6 Right Justified, Zero Filled 7-12 Numeric Total of Detail Transactions 6 Right Justified, Zero Filled Numeric Total Bank Deposits 12 Right Justified, Zero Filled, Implicit Decimals "##########00" 45

46 Position Data Type Description Length Notes/Value Numeric Processed Date 6 MMDDYY Alphanumeric Filler 49 Blanks Numeric Record Type 1 Value = Sample

47 10. 0 WAUSAU A/R File Format 10.1 General File Notes FDI functionality is not be supported If FDI functionality is required, then multiple Billers must be set up Credit Memo functionality is not be supported Return Payment transactions are not supported Transactions will be batched separately for Credit Card versus ACH (per payment type) 10.2 Mapping Tables Data Types Definitions Field # Data Type Padding Justification Comments 1 Numeric Zero Filled Right Justified Ex Alphanumeric Blank Spaces Filled Left Justified Ex. "ABC " File Header (Record 1) Field # WAUSAU (IngraPay) Length Position Data Type Comments/ Notes 1 Record ID Numeric Constant value. Set to 1, which represents the File Header 2 File Name Alphanumeric YYYYMMDD###.TXT Where YYYY = Year, MM = Month, DD = Day, ### = Sequence number of the file submitted on this date. 47

48 10.3 Mapping Tables Data Types Definitions Field # Data Type Padding Justification Comments 1 Numeric Zero Filled Right Justified Ex Alphanumeric Blank Spaces Filled Left Justified Ex. "ABC " File Header (Record 1) Field # WAUSAU (IngraPay) Length Position Data Type Comments/ Notes 1 Record ID Numeric Constant value. Set to 1, which represents the File Header 2 File Name Alphanumeric YYYYMMDD###.TXT Where YYYY = Year, MM = Month, DD = Day, ### = Sequence number of the file submitted on this date Batch Header (Record ID 5) Field # WAUSAU (IngraPay) Length Position Data Type Comments/ Notes 1 Record ID Numeric Constant value. Set to 5, which represents the Batch Header 48

49 Field # WAUSAU (IngraPay) Length Position Data Type Comments/ Notes 2 Bank ID Numeric This field will be provided by WAUSAU. bmpayment.bm Client.Partner (Regions).Exter nalsystemid 3 Lockbox ID Numeric This is a Merchant_ID provided by WAUSAU. 4 Payment Type Alphanumeric Computed field. Use 'ACH' or 'CC' 49

50 Field # WAUSAU (IngraPay) Length Position Data Type Comments/ Notes 5 Batch Identifier Numeric Computed field. Use: YYMMDD### Where ### is a serial unique number that identifies the batch. Must be unique for a given Bank/lockbox/P rocessing Date Note: Although this is a 10 position field in the Batch Header, integrapay can only accept a 9 digit number in the integrapay Batch Cue record. Therefore a 9 digit unique identifier with a leading 0 needs to be passed in this field. 6 Processing Date Date YYYYMMDD 7 Deposit Date Date YYYYMMDD For ACH payment use dtprocessed Where dtprocessed = ACH Payment Effective Date 50

51 Field # WAUSAU (IngraPay) Length Position Data Type Comments/ Notes 8 Batch Sequence Numeric A/R file Computed field. Starts with ' ' 5 Batch Identifier Numeric Computed field. Use: YYMMDD### Where ### is a serial unique number that identifies the batch. Must be unique for a given Bank/lockbox/P rocessing Date Note: Although this is a 10 position field in the Batch Header, integrapay can only accept a 9 digit number in the integrapay Batch Cue record. Therefore a 9 digit unique identifier with a leading 0 needs to be passed in this field. 6 Processing Date Date YYYYMMDD 6 Processing Date Date YYYYMMDD 51

52 Field # WAUSAU (IngraPay) Length Position Data Type Comments/ Notes 7 Deposit Date Date YYYYMMDD For ACH payment use dtprocessed Where dtprocessed = ACH Payment Effective Date 8 Batch Sequence Numeric A/R file Computed field. Starts with ' ' Detail (Record ID 6) Field # WAUSAU (IngraPay) Length Position Data Type Comments/Notes 1 Record ID Numeric Constant value. Set to 6, which represents Detail record 2 Transaction ID Numeric This field contains the rightmost 8 characters of the 10 digit Transaction ID 3 RT Numeric 4 Account Numeric This is the payer s billing account number 5 Payment Amount Numeric Invoice Principal Amount Paid 52

53 Field # WAUSAU (IngraPay) Length Position Data Type Comments/Notes 6 Entered By Alphanumeric Field will contain first 15 characters only 7 Pay ID CT Alphanumeric 8 Bank Fee Numeric Not Used (Filler) 9 Customer Fee Numeric 10 Data Impact Fee Numeric Not Used (Filler) 11 Late Fee Numeric Not Used (Filler) 12 Customer Last Name Alphanumeric Field will contain first 22 characters only 13 Customer First Name Alphanumeric Field will contain first 22 characters only 14 Custom Field Integer Not used (filler) 15 Custom Field Numeric Not used (filler) 16 Custom Field Alphanumeric Not used (filler) 17 Custom Field Alphanumeric Field will contain Biller Invoice 18 Custom Field Alphanumeric Field will contain first 64 characters only 53