finance manager: accounting processing.pdf · check the print ach payment stub in separate run box...

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Finance Manager: Accounting

ACH Payments After each Check Warrant run, the user has the ability to create electronic payments to vendors, made through the

Automated Clearing House (ACH) Network. Parameters must be set up that give the originating bank authorization to debit directly from the district’s/organization’s checking or savings account for bill payment purposes.

This document describes the parameters that need to be set up to prepare nVision for ACH payments, as well as the steps to follow to complete the process.

Finance Manager nVision Accounting ACH Payments


Banks Setup

Make sure that there is an existing record for your district’s/organization’s bank in the Banks Setup table. For each bank and bank account name/type, you can then set up a NACHA File Header record under the NACHA File Settings option.



ACH Banks Setup

ACH Banks Setup is used to create and maintain the different bank codes used in conjunction with vendor electronic payment in nVision Accounting.

Under the Setup menu, click ACH Banks.

Each record stores the bank code, bank name, ABA routing number needed for payment, contact person, full address, telephone number, and active flag.

After ACH bank records are established, bank codes can be linked to each vendor record in the Payments – ACH Payment

Setup window in Vendors Setup.



Vendor ACH Payments Setup

Under the Setup menu, click the Vendors option. Double-click the desired vendor record in the listing window. Click the Payments folder, then the ACH Payment Setup tab. Enter Update mode.

Use this window to define the vendor’s bank information for electronic payment.

Note that you can only have ONE ACTIVE bank account and account number per vendor.

Check the box to Enable ACH Payments.

Enter the Receipient’s Email. This is the email address that will receive non-negotiable check stubs in a .pdf file.

Use the lookup to select from a listing of banks defined in the Vendor Banks Setup table.

Enter the Account number that represents the vendor’s bank account number into which monies are being deposited.

Use the drop-down to select whether the account is a Checking or Savings account.

Enter the number of pre-notifications to be made to the bank before this deposit is transmitted. This number decreases automatically when running the Create NACHA Test File routine and selecting File Type ‘Pre-Note’. When a

vendor payment is pre-noted, a check is produced. The nacha.dat file will include information the bank needs to verify the routing and bank account numbers for the vendor.

Keep the box checked to indicate that ACH Payment to the bank and corresponding bank account number is Active.

Save the record.



Check Layout Setup

Three new options were added to the Check Layout Designer – Paper Stock/Print folder and must be defined for the appropriate bank selected at the top of the window.

Check the Print ACH Payment Stub in Separate Run box if electronic stubs are printed separately from checks.

Check the Send to Vendor as PDF Attachment box if electronic payment stubs are to be emailed to the recipient on

the Vendor’ ACH Payment Setup window via a .pdf file. NOTE: This option must be checked in order to be able to email electronic payment stubs on the Stubs to E-Mail tab on the Print/Post Checks window after checks are posted.

Check the Do Not Print ACH Payment Stubs to be E-Mailed box if electronic payment stubs, being emailed to the

recipient on the Vendor’s ACH Payment Setup window, are not to be printed during the Check Printing process. Leave the box unchecked if, in addition to the emailed payment stub, a paper stub should be printed during the Accounting

Check Printing process.



A new option was added to the Check Layout Designer – Signatures folder and must be defined for the appropriate bank selected at the top of the window.

Check the Enable Signature Printing on ACH Payment Stubs box to print the signature on the electronic payment

stub. If this box is not checked, “XXXXXXXXXXXXXXX” will print in place of the signature.



NACHA File Settings

Under Data Entry – Cash Disbursement, click NACHA File Settings. This option is used to create and maintain the necessary header information for each of your district’s/organization’s bank and account number. This option is also used

to Create a NACHA Test File and Create the NACHA File.

Adding a New NACHA File Header Setting:

This routine allows you to set up and maintain the electronic payment file header specifications.

1. Enter Add mode.

The Company and District Name fields default to the Organization Name, as defined on the General tab in System

Options.

2. Use the drop-down to choose the Bank Account Name. The drop-down contains a listing of all banks and bank account codes defined in the Banks Setup table. After selecting the bank account name, the Bank Account

Number, Bank Name, and Bank Code, as defined in the Banks Setup table, are defaulted.

The Bank Name is the immediate destination of the electronic payment.



The Bank Code is the ABA Routing Number (up to 9 digits).

Enter the Bank Reference code (up to 8 digits). This field is usually left blank. Some banks may require this code for transmission purposes.

The Company is the origin name. This is the shorter version of the name of your district, as entered in the Organization Name field under System Options (Tools – System Options).

Enter the Company Code. This is usually set up as 1 + Federal ID# (no dashes or spaces).

The District Name is the shortened version of the name of your district, as entered in the Organization Name

field under System Options (Tools – System Options).

Enter the District Code (up to 10 digits). This is usually the same as the Company Code and is set up as 1 +

Federal ID# (no dashes or spaces).

Enter the Original Bank Code (up to 8 digits). This is usually the same as the entry in the Bank Code field

above, except leave off the last digit.

Use the browse button to enter the path of the Default File. For example: C:\.

Enter the Sign On Line only if required by the bank. This field is usually left blank. Some banks may require this code for transmission purposes. It is used when you log in and transmit a file so that the file is sent to the

appropriate spot.

Enter the Additional Line only if required by the bank. This field is usually left blank. Some banks may require this code for transmission purposes. When completed, the Additional Line should be added to the beginning of

the NACHA File at the top, after any SIGN ON LINE and before the beginning of the actual NACHA File.

Enter the Service Class Code. Examples of valid service class codes are as follows:

200 – Mixed Debits and Credits 220 – Credits Only

225 – Debits Only

Check the box if the header is to Include the Debit Entry.

If ‘Include Debit Entry’ is checked, select the appropriate Debit Entry Option – Include Bank Code and Company Name OR Include Company Code and District Name.

Check the box if the header is to Include Filler on the File Trailer.

Check the Generate Block of Ten box if the total number of lines in this file must be in blocks of ten. nVision Accounting will add dummy lines at the end to create a total number of lines that are divisible by ten.

Check the Include Trailing Carriage Return box if there should be one carriage return at the end of the last

line.

3. Save the record.



A sample window is shown below:



Create a NACHA Test File

After you have set up the bank header information that is to display in the electronic payment file via the Data Entry – Cash Disbursement - NACHA File Settings window, the Create NACHA Test File routine is used to create a test file that

can be sent to your bank to ensure that all the appropriate electronic payment bank requirements are in place.

At the top of the NACHA File Settings window, click . Generate a NACHA test file (Regular or Pre-Note).

1. Use the drop-down to select the Bank Account for which you have previously set up a header record.

2. Enter the File Creation Date in MM/DD/YYYY format.

3. Use the drop-down to indicate the File Type - Regular (if no prenotes exist) or Prenote (if prenotes do exist).

NOTE: The number of Pre-Notes in the Vendor Setup table is decreased automatically after creating the NACHA File on the NACHA File Settings window.

4. Enter a Dollar Amount up to $1.00.

5. Enter the Default File Location. If necessary, click Browse to find the correct local default file path. For example: M:\TestNACHAFile.DAT, C:\TestNACHAFile.DAT.

NOTE: The file drive can be whatever drive you are creating the file on. In our example above, the drive is the C:\ drive. However, the file name MUST be called TestNACHAFile.DAT

6. Click to create the electronic payment test file. A message displays when the file has been successfully created.



A sample test file is shown below:



Open the file using Notepad++ or a similar program that will show carriage return and line feed symbols.

The NACHA test file contains all of the vendors who have ACH Payments enabled. The test file should be sent to the

bank for verification. The transmittal routine for the NACHA file is between you and your bank for security reasons. Your bank will supply you with the vehicle to transmit the file. Coordinate this with your bank so they understand that this is a

test and not a live file. Your bank may prefer a Pre-Note file; if so, change the File Type to ‘Pre-Note’ and recreate the file.



Print/Post Process

In nVision Accounting, after computer checks have been entered for vendors who will be receiving either a regular check or ACH Payment, click the Print/Post Checks option. After selecting the appropriate schedule and bank account, the

checks associated with the schedule are displayed in the listing window.

You will also notice a new Print drop-down option, which will allow you to filter the items viewed on the window. The

drop-down will include options to print ‘All’ (Both Checks and ACH Payments - if you are NOT printing ACH Payment Stubs separately from checks, i.e., the ‘Print ACH Payment Stub in Separate Run’ is UNCHECKED in Check Layout), ‘Checks’, or

‘ACH Payments’,. The Print drop-down will only include options ‘Checks’ or ‘ACH Payments’, if you are printing ACH Payment Stubs separately from checks (i.e., the ‘Print ACH Payment Stub in Separate Run’ is CHECKED in Check Layout).

Also note the Stubs to E-Mail folder. Vendors can be set to receive electronic payment stubs via email, provided that 1) the Send to Vendor as PDF Attachment box is checked on the Paper Stock/Print tab in Check Layout, 2) the Email

Sending Enabled box is checked in Tools – System Configuration – Email Options, and 3) the Enable ACH Payments box is checked and a valid Recipient Email address in entered on the Setup – Vendors – Payments – ACH Payment

Setup window, as shown in the illustration that follows:



The Print ‘Checks’ filter shows any check in the selected schedule where the vendor is not set up to receive ACH Payments or there are pre-notes remaining in the Vendors Setup – Payments – ACH Payment Setup tab and the vendor is

receive a check.

The Print ‘ACH Payments’ filter shows any check in the selected schedule where the vendor is set up to receive ACH

Payments and there are no pre-notes remaining in the Vendors Setup – Payments – ACH Payment Setup tab.



Print Checks and ACH Payments

Follow the process to print checks, as described in your nVision Accounting Data Entry manual. If you have opted to print ACH Payment stubs that are also being emailed, the stub will be printed with the words ‘ACH Payment Non

Negotiable Stub Only’.

Post Checks and ACH Payments

Click the Checks to Post tab. Use the Print filter to select Checks, ACH Payments or All (both Checks and ACH Payments) to post. Follow the process to post checks, as described in your nVision Accounting Data Entry manual.



Email Electronic Payment Stubs

On the Print/Post Checks window, click the Stubs to E-Mail tab.



Click to preview/print a listing of vendors who will receive an emailed electronic payment stub. The report shows the vendor name, vendor number Recipient Email address specified under the Vendors Setup – Payments – ACH

Payment Setup tab, check number, and amount.

When you are ready to send electronic payment stubs via email to the vendors, check the Select All box and click

.

After you have emailed stubs to vendors, you can re-print this report to view the date the email was sent.



Copies to Print

After electronic payments have been printed and posted, it may become necessary to reprint copies of an electronic payment stub.

1. On the Print/Post Checks window, select the appropriate disbursement schedule and bank account linked to the check.

2. Click the Copies to Print folder.

3. If desired, use the ‘Print’ filter to choose All, Checks, or ACH Payments. Then highlight the appropriate check(s) in the listing or check the Select All box.

4. Click .



5. Click to print a paper copy of the stub.



Computer Checks Detail

On the Computer Checks window, when the disbursement schedule is selected and the ‘Include Printed or Posted Checks in the List’ box is checked, the listing window shows the posted checks and ACH Payments.

Double click a record to view the disbursement details.



Note the ACH Payments tab which shows that ACH Payments were enabled for the vendor, along with the vendor’s bank, bank account number, and recipient email address from the Vendor setup table.



Creating the NACHA File

On the NACHA File Settings window, click .

This option allows you to do the following:

Print a Participant Listing, which displays all vendors who participate in using ACH Payments,

Print a Proof Listing, which displays vendor electronic payment amounts for a selected schedule

Print the ACH Payment Email Listing, which displays the email status of all ACH Payments for a selected schedule

Create the actual NACHA file

Print a copy of the final transmitted file



Participant Listing

On the Create NACHA File window, click . The ACH Participant Listing window is opened and you can print a listing of vendors that participate in using ACH Payments.

Use this window to select your reporting criteria.

1. Use the Sort By drop-down to specify how the report information is to be sorted.

Choose Banks to sort report information in alphabetical order by Bank, then by payee.

Choose Vendors to sort report information in alphabetical order by Payee.

2. Use the drop-down to choose the vendor bank(s) to be included in the report. Select one of the following options:

Choose All to include All vendor banks. OR Choose Selection to select specific individual vendor banks; then

use the lookup to display and choose from a listing of vendor banks.

4. Click .



The ACH Payment Participant Listing displays the following information: payee, vendor ID, bank name, routing number, and account number. The report concludes with the total number of vendors participating in ACH Payments.

A sample report follows:



Proof Listing

On the Create NACHA File window, click . The ACH Proof Listing window is opened and you can print a listing of vendor electronic payment amounts, either unprinted or printed/posted, for a selected schedule. The report provides the total number of ACH Payments, payment amount for each payee, and grand total amount of the electronic

payments for the selected schedule. This information should be verified prior to creating your NACHA file.

Use this window to choose your reporting criteria.

1. Highlight the schedule in the listing window. Use the filters to restrict the listing window to all or selected funds and/or open or closed schedules.

2. Use the Sort By drop-down to specify how the report information is to be sorted.

Choose Bank to sort report information in alphabetical order by Bank.

Choose Vendor to sort report information in alphabetical order by payee.

Choose Vendor ID to sort report information in numerical order by vendor ID number.



3. Use the drop-down to choose the vendor bank(s) to be included in the report. Select one of the following options:

Choose All to include All vendor banks. OR Choose Selection to select specific individual vendor banks; then

use the lookup to display and choose from a listing of vendor banks.

4. Use the drop-down to choose the vendor(s) to be included in the report. Select one of the following options:

Choose All to include All vendors. OR Choose Selection to select specific individual vendors; then use the

lookup to display and choose from a listing of vendors.

5. Use the drop-down to select the report type – Before Check Printing or After Check Printing.

6. Click .

For the schedule selected, the ACH Proof Listing includes the following information: payee, vendor ID, vendor bank

account number, vendor bank code, vendor bank routing number, check number, number of pre-notes, and check amount. The report concludes with the grand total amount of ACH payments and the total number of ACH payments. A

sample report follows:



ACH Payment Email Listing

On the Create NACHA File window, click . The ACH Payment Email Listing window is opened and you can print a listing of the email status of all ACH payments for a selected schedule.

Use this window to choose your reporting criteria.

1. Highlight the schedule in the listing window. Use the filters to restrict the listing window to all or selected funds

and/or open or closed schedules.

2. Choose the Email Status – All, Active, or Inactive.

3. Click .



The ACH Payment Email Listing provides the following information: payee, vendor ID, check date, email sent indicator, email date, number of pre-notes, and check amount.

A sample report follows:



Create NACHA File

Once you have verified that the ACH Proof Listing is correct, you must create the NACHA file. The Create NACHA File Routine is used to create the NACHA file that must be transmitted to the bank for the posted electronic payments. The

format of the file is based on the settings specified on the NACHA File Header Settings window.

Use this window to specify the criteria for creating the NACHA file.

1. On the Create NACHA File window, choose the Schedule.

2. Using the drop-down, choose the Bank Account from which you are drawing the funds.

3. Enter the ACH Payment Effective Date in MM/DD/YYYY format. You should enter the check date in this field.

4. Enter the NACHA File Creation Date in MM/DD/YYYY format. This date can precede the check date but cannot be greater than the check date.

5. Enter the Default File Location. If necessary, click Browse to find the correct local default file location. For example: M:\, C:\.

NOTE: The file drive can be whatever drive you are creating the file on. In our example above, the drive is the C:\ drive. The drive may be your D:\ drive if you are saving the NACHA file to a CD. nVision automatically

creates the file name with the format NACHAFile.dat

6. Check the Open Directory After File Created box if you want nVision to automatically open the source

directory containing the file after the file has been successfully created.

7. Click to create the NACHA file.



If any of the vendors to be included in the NACHA file still have pre-notes, the following message displays:

Click Yes to continue. The pre-notes are automatically decremented and are shown in Vendor Setup – Payments – ACH Payment Setup. A message displays stating that the file was successfully created.

Click OK. The file is automatically opened in Notepad if the Open Directory After File Created box was

checked.

You are now ready to send the file to the bank. The transmittal routine for the NACHA file is between you and your bank

for security reasons. Your bank will supply you with the vehicle to transmit the file.

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finance manager: accounting processing.pdf · check the print ach payment stub in separate run box...

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