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Prenote
Processing
When
a new transaction is added to a batch template, whether the batch is new or already
exists, the system default is to create a prenote transaction. If the corporate
user changes critical routing information for an existing participant, that user
has the option of creating a prenote by setting the transaction’s state to "Prenote".
Regardless of how a transaction is flagged for a prenote, if one exists, the system
will show the item’s state as "Prenote" for the duration of the activated
and approved batch’s existence. The true dollar amount of the transaction is stored
with the batch template, but not displayed until after the prenote has been processed
in an ACH file and transferred to the bank for further processing. Once the prenote
has been processed into an ACH file, the system sets the state of the transaction
to "Active" and from that point forward, the actual dollar amount will
be reflected for the transaction in all batches in which it is used. At this time,
there is no mandatory waiting period between the time that a prenote is processed
and the time that the live-dollar transaction can be sent.
Offset
Account
Selection
of an account causes the system during ACH cutoff processing to create a single
offsetting detail transaction record for each activated batch using the particular
transaction type. The offset transaction will be either a debit or a credit, depending
on the balance of the file before the offsetting transaction is created and will
cause the total debit dollar amount to equal the total credit dollar amount within
each batch processed during a particular cutoff. If no offset account is assigned,
the system will not create an offsetting transaction. The Exchange Bank may assign
a group of offset accounts for each company and assign the level (batch or transactions)
on which the offset account will be created for the individual Transaction Types.
BATCH
MENU
Select Company
Create Batch
Add Batch Entries
 Batches
The
primary steps in creating and maintaining batches are: - Select
the Company.
- Create or
Select the Batch.
- Perform
the intended action, Add, Change, Delete, or Display a Batch.
- Add
and/or Delete Entries for the Batch.
The
Company Selection Page
The
Company Selection Page contains a list of the ACH Companies setup for you. If
there is only one ACH Company, the system will automatically display the Batch
Selection Page. If there is more than one company in the list, select the company
with which you wish to work.
The
Batch Selection Page
The
Batch Selection Page consists of two sections, the Select Fields/Find Button line
and the Batch Selection List. The
Select Fields/Find Button Line - These fields are used to search through a
list of batches established for the selected company. The "Code" field
accepts up to 10 characters and the "Name" field accepts up to 25. Batch
maintenance is performed for batches established for the company selected in the
Company Selection List. The
Batch Selection List - This select box contains the batches that have been
defined for the selected company. Each line in the list displays the Code and
Name of a single batch. Use this list to select the batch with which you wish
to work. The Action
Buttons. Below the Selection List is a set of five buttons,
"Add,"
"Change,"
"Delete,"
"Display,"
and "Add
Entries,"
The
Batch Information Page
When
you create or change a batch, after you have specified the batch to work with,
you will be on the Batch Information Page. This page contains the fields of information
for that particular batch. Some information defined on this page is used in the
creation of the Batch Header, the "5" record in the ACH file.
Creating
a Batch
Perform
the following steps to create a new batch:
- Enter
a 1 - 10 character value in the Code field of the Selection Page. This will be
the internal identifier for the batch.
- Enter
a 1 - 25 character value in the Batch Name field (Example: Payroll). Company Description
(Example: Payroll - Batch Name and Company Description can be the same). If you
want, you may wait until you are in the Batch Information Page to complete this
field.
- Click on the "Add"
button. This will bring up the Batch Information Page.
- Fill
in the fields of information.
- Click
the "Add Batch"
button, this will add the batch to the database.
Once you have
performed the necessary maintenance, you may leave this service by clicking on
another Service Group and then another Service. If you need to work with other
batches, simply click on the batch in the Batch Selection List located in the
upper portion of the display.
Changing
a Batch
Perform
the following steps to change the information for an existing batch. If you have
a large number of batches, you may want to fill out the Code and Name fields and
select the "Find"
button. If you only have a few, you can scroll through the list to locate the
batch with which you want to work.
- Select
the batch that you want to change.
- Click
on the "Change"
button. This will bring up the Batch Information Page.
- Change
any information necessary.
- Click
the "Change" button,
this will change the batch's information in the database.
Deleting
a Batch
Perform
the following steps to remove a batch from your company's batch set. Once deleted,
the batch is no longer available in the system. - Select
the batch that you want to delete.
- Click
the "Delete" button.
This will bring up the Batch Information Page.
- Review
the batch information to be sure it is the one you intend to delete.
- Click
the "Delete" button.
You will receive a confirmation that your batch has been deleted.
Displaying
a Batch
Perform
the following steps to display the information for a batch. - Select
the batch that you want to display.
- Click
the "Display"
button. This will bring up a display-only Batch Information page that displays
the batch information.
Adding
Entries to a Batch
Perform
the following steps to add a new entry to a batch: - Select
the batch for which you want to add an entry.
- Click
the "Add Entries"
button. This will bring up the Single Entry section of the page.
- Fill
in the fields of information. Those fields highlighted in red are required fields.
- Click the "Add
Entry" button, this will add the entry to the batch.
After one entry
is added, the bottom portion of the page becomes the Entry List section and displays
all of the entries belonging to this batch. In this section, you may make changes
to entries and/or mark entries for deletion.
The Single Entry Section Buttons
- Add
Entry - Click this button to add the new entry to this batch. Once
you have clicked on the Add Entry button, the new entry will display in the Entry
List section in the bottom portion of the page.
- Clear
- Click this button to blank out the entered fields to start entering the
item again.
The
Entry List Section Buttons - Submit
Changes - Click this button to accept changes and deletions made in
the Entry List section of the page.
- Reset
- Click this button to undo the changes made to entries in the list. This
button will not reset values if you have already selected the "Submit Changes"
button.
- Delete
Group xxx and all xxx Entries - Click this button to
delete the batch and all of its entries. You will receive a confirmation that
your batch has been deleted.
Deleting
One or More Participants from a Batch
If
you wish to delete one or more participants, but do not wish to delete the entire
batch with all of the participants, simply place a check mark in the box at the
right of each entry you wish to delete. Click the Submit
Changes button to delete those entries.
ACH
Import
First
- Check for any pending ACH files; then browse YOUR computer and select
import file.
Placement
of Entry Fields in ACH File
The
fields defined in Batch Maintenance will be placed in an ACH file for Bank processing
in the following fields:
| Data
Field | Record
Number | File
Field | Position
| | Internal
Reference | 5 |
4 | 21
- 40 | | Batch
Description | 5 |
7 |
54 - 63
| | Account
Type | 6 |
2 | 02
- 03 | | Bank
ABA | 6 |
3&4
| 04 -
12 | | Account
Number | 6 |
5 | 13
- 29 | | Amount | 6 |
6 | 30
- 39 | | ID
Number | 6 |
7 | 40
- 54 | | Name | 6 |
8 | 55
- 76 | | Disc
Data | 6 |
9 | 77
- 78 | | Addenda | 7 |
3 | 04
- 83 | *
The 5 record is the Batch Header, 6 is a Detail Transaction Record, and 7 is the
Addenda record for the associated Detail Transaction.
ACH
Participants
Corporate
customers must establish ACH participants, which are the individual entries within
a batch. The Participant Maintenance Service allows the company's administrator
to maintain participants in the ACH system. The Participant Maintenance service
allows you to maintain participants who are already established in the system.
Participants are added to the system via the Batch Maintenance Service.
Prior to initiating ACH transactions,
the corporate administrator must ensure the following tasks were performed:
- Granting user permissions via
the Permissions Service
-
Setting up the batch(es) via the Batch Maintenance Service
- Maintaining
participants via the Participants Maintenance Service
Once
the necessary setup tasks are complete, ACH transactions may be initiated and
sent to The Exchange Bank for processing.
Selecting a Customer
Selecting
a Participant - To
locate a participant, do one of the following:
- Enter
a Code (or the first few characters) in the Code field to limit the search and
then click Find/Refresh
to list the codes that match.
- Click
Find/Refresh to list all
existing participants.
- Select
the participant from the list. The associated batch data displays under the list
boxes.
- You may change
any of the editable fields.
- Click
Submit Changes, Reset
to return all fields to their original values, or the delete button to delete
the batch and all associated entries.
Please
Note: If you have a low resolution setting
on your monitor or your screen is set to use large fonts and images, you may not
have room for all of both frames in your viewing area. If this is so, you will
have scroll bars either on the side or bottom of each frame, depending on where
the data runs off the screen. If you need to, use the scroll bars to move each
individual frame so you can see the data. Wherever
you are in the Permission service, you may do assignments for another user by
selecting the user from the User Selection list. When you are in the Transaction
Type or Authorization Limits sections, you may get back to the Company assignment
page for the User by selecting the Choose
Company ID button. When
you add or remove company IDs or transaction types, the action of moving the item
from one list box to the other is equal to pressing a Submit
button. The user has access (or no longer has access) to the company or transaction
type as soon as you click the "add" (>) or "remove" (<). You
may not permit or remove any company IDs to yourself. Only the bank's operators
may modify your company ID set. This
service is used to set specific ACH permissions for individual users. For
each user: - Assign
(or unassign) the specific company or companies this user is allowed to view.
- Each company as a set
of transaction types associated with it. For each company you assign to the user,
assign (or unassign) which of those transaction types you want this particular
user to see.
- In
addition, you have the ability to select specific limits within each transaction
type that are valid only when the selected user is accessing the specific transaction
type for the specific company. These limits are: dollar limits per item, dollar
limits per batch, and one-offs per day.
Assigning
Company Permissions to a User - Select
a user from the User's Selection list.
- The
ACH Company Permissions list box set contains Available Companies and Assigned
Companies specific to the selected user. To change assignments, select one or
more companies from a list box and use the right, or "add" arrow (>)
or the left, or "remove" arrow (<).
Assigning
Transaction Types to Companies - Select
an assigned company and click the
Transaction Types
button.
- The Transaction
Type Permissions list boxes display with the available and assigned transaction
types for the selected company. To change assignments, select one or more transaction
types from a list box and use the right, or "add" arrow (>) or the
left, or "remove" arrow (<).
- Actions.
You may:
- Click
the Choose Company
ID button to return to the previous assignment page to select another company
to define.
- Click the
Authorization Limits
button to set authorization limitations for this user for each of the assigned
transaction types.
Assigning
Authorization Limits to Transaction Types - The
Authorization Limits page displays with all the assigned transaction types for
the currently selected company.
- When
assigning per item and per batch limits, you are controlling the maximum dollar
amount that the user may approve through the ACH Approve Service. The dollar amount
entered will limit either the amount per individual item or batch that the user
can approve. A limit of $0.00 prevents the user from approving batches of the
associated transaction type. A limit of "None" translates to a limit
of $99,999,999.99, the maximum transaction amount allowed by the system.
- You may also specify the number
of single items (one-off's) which can be created for this transaction type. (The
ability to create one-off transactions will be available in a subsequent version
of the system.)
- Actions.
You may:
- Click
Submit to accept the changes.
- Click
Reset to clear all entries
made and reset all fields to the values they had at the beginning of the session.
- Click Choose
Company ID to return to the Company Selection page to select another
assigned company to define.
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