6.07.1 - Electronic File Transfer

1. Once the electronic file transfer functionality has been configured the user will generate the NACHA files.

2. The NACHA files are generated from the 'Direct Deposit' tab located within the check queue page: (Select the Accounting button > Select the Check Queue button > Select the Direct Deposit Tab)

3. Owner and Vendors have to be setup with direct deposit configuration data before they will appear as options to be selected from the direct deposit tab.

a. On the 'Owner configuration' page: (Select the Owners button > Select the Manage Owners button > Identify and Highlight an Owner > Select the Edit button)

The 'Direct Deposit' check box will need to be selected, the routing number will need to be entered into the appropriate field, and the Account Number will need to be entered into the appropriate field.

b. On the 'Vendor configuration' page: (Select the Maintenance button > Select the Manage Vendors button > Identify and Highlight a Vendor > Select the Edit button)

The 'Direct Deposit' check box will need to be selected, the routing number will need to be entered into the appropriate field, and the Account Number will need to be entered into the appropriate field.

c. When the 'EFT Setup for All Offices' configuration check box is selected, the 'All Offices' option will appear within the 'Direct Deposit' page office drop down menu.

d. Steps to generate a NACHA file:

e. From the 'Check Queue' page select the 'Direct Deposit' tab: (Select the Accounting button > Select the

Check Queue button > Select the Direct Deposit tab)

f. When an office option is selected from the drop down menu, only office specific owner and vendor payables will be displayed.

g. The user can elect to view the direct deposit payables by selecting one of the following radio buttons:

h. The user will enter the 'Effective Date' value. This date value will drive when the bank transaction is to occur. If the current date is used when generating the NACHA file the next day will become the effective date.

Example: I generate a NACHA file and the effective date is equal to the current date of 10/02/2006. The NACHA file will be generated with an effective date of 10/03/2006.

If the effective date value entered is a weekend day, the previous work day will be applied to the NACHA file as the effective date.

i. The user will decide which payable entries to include within the NACHA file by individually selecting the check boxes to the left of the payable entries.

i. If the 'Check All' button is selected all of the payables' check boxes will be selected.

ii. If the 'Clear All' button is selected all of the check boxes selected will be deselected.

j. After selecting the check boxes of the payable entries to be included within the NACHA file, the 'Build File' button will be selected. This action will remove the selected payables from the available payables list.

i. When office specific NACHA files are being generated the 'Build File' button will cause the office drop down menu to become inactive. The VRM application will not allow the user to select vendors and owners from different offices to be included within the same NACHA file. Each office is configured with office specific EFT configuration data.

ii. If one set of EFT configuration data is being used for all of the offices setup within the VRM application, the 'Build File' button will cause the office drop down menu option to default to the 'All Offices' option. Owners and Vendors from different offices can be included within the same NACHA file when one set of EFT configuration data is being used.

k. The user can review the vendors and owners selected to be included within a NACHA file by selecting the 'Review' button.

i. When the review button is selected the build list will appear.

ii. To remove a vendor or owner entry from the build list, deselect the entry's check box and select the 'Deselect to Remove' button. The entry will be removed from the build list and reappear within the available payable entry list.

l. Once the build list has been verified, select the 'Done' button.

m. When the 'Done button is selected from the build list page the user is returned to the Direct Deposit main page.

n. Select the 'Generate File' button.

i. When this button is selected the following warning message will appear: 'Please verify that the amounts to pay are correct. If you have any questions please contact support at (866) 633-6642. If you wish to continue type "YES" and then click OK.'

ii. Enter the word 'YES' in all capitals into the 'Continue?' field.

iii. Once the word 'YES' has been entered into the field, select the 'OK' button. This action will generate the NACHA file.

iv. NACHA files are generated in Text (.txt) format. Keep the NACHA file in text format and save to a folder on your computer. To save the NACHA file, select the 'Save As' option from the 'File' drop down menu, find the file location which the NACHA file will be saved to and enter a file name.

NOTE: If the NACHA file is closed without saving, it will be lost and can not be regenerated by the VRM application.

 

For more information on the Electronic File Transfer Setup Wizard and Direct Deposit Reconciliation for Electronic File Transfers, read these Knowledge Base articles:  13.2.3.1 - Electronic File Transfer Setup Wizard and  6.5.1 - Direct Deposit Reconciliation for Electronic File Transfers . 

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