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A/P Direct Deposit (EFT)

1. Reference e 7 CCD The Entry Class Description and Company ID for all CCD entries for this company paying account CCDTP The Entry Class Description and Company ID for all CCD tax payment entries for this company paying account 8 Reference A P Direct Deposit EFT Header Trailer Start Position A P Direct Deposit EFT ACH Header Trailer Maintenance DD 270 00 ACH Header T railer DD 270 00 MEE E Use this screen to create custom ACH Header Trailer records An Header record will be added at the beginning of the ACH file before the 1 record A Trailer record will be added at the end of the ACH file after the 9 record and after any blocking records These records are sometimes required by various banks to add additional information which is particular to the bank This screen is used to maintain both the Header and Trailer records There can be up to 4 Header records and up to 4 Trailer records per ACH file You are allowed to have Header records with no Trailers and vice versa if that is what is required by your bank Header records are noted as Header 1 Header 2 etc and likewise trailer records are Trailer 1 Trailer 2 etc Normally the Header and Trailer records will be 94 characters long the length of the ACH file record We call each set of data within the record a field and the location of the field a field position Records in this screen are ordered by Start Position wi
2. checks each batch must contain only direct deposit vendors vouchers or when printing normal checks then only non direct deposit vendors should be in the same batch This screen provides a means to filter the current payment selections both ways Click Direct Deposit to filter out all non Approved direct depositors This will remove all vendors who are not direct depositors and direct depositors whose accounts are not yet Approved This leaves only Approved direct deposit vendors in the payment selection batch In addition you may refine your selection to your vendors by Entry Class You would do this if you pay your PPD vendors expense reimbursements from a different checking account than your CCD or CCD vendors trade payments By using these additional filter options only those Approved Direct Depositors with the selected Entry Class will be left in your payment selection group When determining whether a Vendor is Approved Pending Pre Note vendors are reviewed and if their Approval Date has passed then they will be considered approved This is a feature of the automatic pre note approval processing Click Checks to filter out all Approved direct deposit vendors This leaves only non approved direct deposit vendors in the payment selection batch In all processing an event log is written It will include the total number of vouchers which were removed from the selection and the number still
3. A P Direct Deposit EFT then changes the Pre Note Status to P Pending re notification With the new automatice pre note approval processing the program will automatically determine the approval date 6 banking days after the pre note is transmitted and approve all vendors after that waiting period Note that you may still manually move a pending pre note to approved Once a vendor is Approved then ACH transmissions may occur Appendices e 1 2 e Appendices If a second pre notification is required for any reason e g the bank reported an error in the account number a communications failure etc you must make any correction necessary and change the Pre Note Status back to N and then repeat this process NOTE FOR ELECTRONIC TAX PAYMENTS Your financial agents account should have a zero dollar entry sent before making any tax payments A zero dollar entry is the same as a pre notification except that it must be used for the CCD entry class By sending the zero dollar entry and waiting until approved you will reduce the tax liability if your payment was not received due to inaccurate information A P Direct Deposit EFT Built in Communications User s Communications Built In Write Read Diskette A P Direct Deposit EFT Appendix B Choosing a Communications Option The A P Direct Deposit EFT Module provides three options for communicating with your company s bank You must sel
4. remaining A P Direct Deposit EFT A P Direct Deposit Setup DD 950 00 AP Direct Deposit Setup DD 950 00 Al x CACH File Setup z Immediate Destination H23456789 TF Block fill file Y ACH Test Immediate Destination Name MEGA NATIONAL BANK IV CR LF end records Immediate Origin 123456789 Y Include Company Debit Immediate Origin Name KAHNE ASSOCIATES I Delete ACH file after sending Company ID 5212345678 I Require PreNotes ACH File Name SOL4AP ACH I Tax Pmt Require Zero Dollar Path to ACH Script files P S4 DE 205 SOL4 APDD Browse Default Docs ACH Record One Record All Batches M Default Entry Class Prearranged Deposit PPD v Communications Options Communications Type Built In Communications y User s Communications Browse Phone Port Protocol Modem Script Registration Version 2 00 Use the Direct Deposit Setup screen to enter defaults for direct depositors information for communicating with the company bank and the format of the ACH file Before proceeding see the sections entitled A P Direct Deposit EFT and Sending Test ACH File in the User Guide This procedure outlines the steps you must take to complete the A P Direct Deposit Setup for your business ACH File Setup The following fields determine the format of the ACH file to be sent to the company bank Contact your company bank to obtain the exact requirements for these fields Refer to Appendix C
5. Enter account information for your direct deposit vendors If you Require PreNotes then a vendor is not to be defined as a direct depositor until the vendor s specific bank account information is verified by the pre notification process After this information is entered in DD 250 00 Direct Depositor Maintenance the vendor s record is sent to the Automatic Clearing House ACH as a pre notification record i e containing all pertinent information except actual payment amounts The pre notification is verified when it is acknowledged by the ACH or more typically when no notice of error is sent within the standard period of time normally 6 banking days Until the pre notification process is completed the vendor cannot have their payment direct deposited Again the above process is only required if you have decided to use PreNoting Process vendor checks Once Direct Deposit payments have been selected and exceptions noted vendor checks are printed and Kept In the Direct Deposit module those batches can now be selected for direct deposit DD 500 00 and the ACH file is created and sent to the bank or written to a diskette Hint amp Tips Reports Check numbering sequence Frequently users will want to keep their printed checks numbers and direct deposit advice slip A P Direct Deposit EFT A P Direct Deposit EFT numbers in separate sequences This is useful for check reconciliation Solomon assumes a check n
6. To prepare and send an ACH test file follow the steps in the User Guide section The ACH file will be created without selecting any batches and include five vendors with dollar amounts of 999 999 99 This file will be sent according to the Communications Type option To send a test file use the APDD Setup screen DD 950 00 to select the Test ACH option It is very important that your bank is aware that the file is for testing purposes only so that the vendor and company paying accounts will not be posted with these transactions If you have selected Communications Type Built in Write Read diskette the Diskette Options option group will appear on the screen and you will check either the Create ACH Write option to write the ACH file to diskette and not A P Direct Deposit EFT Creating the ACH file Sending the ACH file A P Direct Deposit EFT send or the Read Send option to read the ACH file from the diskette and send via Built in Communications The Create and Send ACH DD 500 00 screen displays A P Check Batches which have not been posted to GL status is unposted U and their period to post is the current A P period and one period prior Note that by checking the Posted batches option you may include posted batches as well You may select one or multiple batches to process at one time If you have selected to Require PreNotes there is an option to send both batches and pre notes batches on
7. and the transmission to the bank is Kept then this field is automatically set to Pending Pre Note You should then enter an Approved Pre Note status when the vendor s account information has been verified and approved Only approved bank account information will be used to transmit payment amounts in the ACH file For an explanation of the pre notification process and how this field should be maintained see Appendix A Pre Notification Explained in this manual Note if the entry class you have selected is Tax Payment then this field will say zero dollar This is the same as a pre notification this is just a different term which is used for the CCD entry class The date after which a pending pre note becomes approved Pre noted entries require a waiting period of 6 banking days When a vendor is first pre noted A P Direct Deposit EFT calculates the 6th banking day after the pre note entry was sent to the bank Weekends and dates entered in Bank Holidays DD 290 00 are skipped in making this calculation On the 6th day and beyond a pending pre note is available for processing and will be set to approved during the next ACH Create and Send process Reference 5 Account Subaccount Account Name Bank Transit 6 e Reference Company Paying Account Maintenance DD 260 00 Company Paying Account Maintenance DD 260 00 oj E Account Ejrozo ooo o Subaccount 01 000 44 00 00 1 Account Name Checki
8. and zero dollar management is now automatically maintained The required 6 banking days is computed by the program ACH file and scripts can be secured by user defined sub directory location Multiple ACH file header amp trailer records are supported completely user defined Written completely in Solomon s VB Tools fully customizable Written by the author of the Payroll Direct Deposit module for Solomon II amp IV Starting A P Direct Deposit EFT Before using the Direct Deposit Module to transmit your vendor payments to the bank complete the following Install the A P Direct Deposit EFT module according to the Installation Instructions provided If you will be using the Electronic Tax Payment feature be sure to install the customization to the A P Voucher Entry screen Determine how you will communicate with your company s deposit bank You must choose one of three methods Before making your choice review the information in Appendix B Choosing a Communications Option Understand the Pre notification process You may decide not to use pre notification See Appendix A Pre notification Explained Complete A P Direct Deposit Setup DD 950 00 Enter your Company Paying Accounts in Company Paying Account Maintenance DD 260 00 If using Electronic Tax Payment select the types of taxes you will be depositing and select those types in Tax Payment Codes DD 280 00 See Appendix E Tax Payments Explained
9. entered via a database update utitlity SQLScope or ISQL w The short descriptions MUST be unique across all entries Only select those codes which you will be using they are used for validation during voucher entry 03 010 00 Select e Yes select this tax code to use e No do not select this tax code to use IRS Tax Code This is the IRS s 5 digit code for a particular tax type Subcategory A subcategory for this tax code Not all tax codes have subcategories Description Description of the tax code Short Description Shorten version of the description which will be used in the voucher entry invoice number field Tax Periods The tax periods months for which this tax payment code is valid If blank then any calendar month is valid This is validated against the voucher s invoice date to insure that a valid tax period gets credited Tax ID Number A P Direct Deposit EFT Reference e 11 The tax id number to be used in the tax addenda record This is used for state tax payments You should enter the state tax payment ID number for each state tax payment type you select If left blank then the Employer ID number from GL Setup 01 950 00 will be used 12 e Reference A P Direct Deposit EFT Bank Holidays DD 290 00 Bank Holidays DD 290 00 lel es Holiday Description 1 09707798 1 3 11 26 98 Thanksgiving Day EEL 5 Use this screen to maintain current banking holidays Check with your lo
10. expense reimbursement e Cash Concentration and Disbursement CCD used for corporate payments e Cash Concentration and Disbursement Plus CCD same as CCD but with additional EDI information A P Direct Deposit EFT Block fill file CR LF end records Include Company Debit Delete ACH file after sending Require PreNotes Tax Pmt Require Zero Dollar ACH Test A P Direct Deposit EFT e Tax Payment CCD CCD entry used for your tax payment financial agent Note if you have only the Tax Payment option then this will be the only value allowed in this field Check to block fill the ACH file s final block with 9 records to an even block count Check with your bank on this requirement Check to end each ACH file record with a Carriage Return Line Feed pair If not checked then there is no CR LF pair at the end of each record Check to include the debit offset to the company s paying account in the ACH file Some banks do not require this offset to be included in the ACH file Note that if Include Company Debit is not selected Pre Note Status in the company paying account DD 260 00 is inactive Thus new company paying accounts will automatically default to Approved Pre Note and the pre noting process for this accounts will not be necessary Check to delete the ACH file from your computer network after transmitting to the bank If not selected then the ACH file will remain on your computer network afte
11. from your current selection This process allows you to process your payment selections to leave only direct depositor vendors or only check vendors in your selection Process Payment Exceptions 03 050 00 for the above selected Direct Deposit vouchers and Print A P Checks 03 620 00 BE SURE to not add vouchers to your selection for non Approved Direct Deposit vendors You should either print these checks on plain paper or to a file as they will not be sent to your vendors Be sure to Keep this A P Check batch A P vouchers for Direct Deposit are just like any other A P voucher in that they must be printed via A P Checks and Kept The debits and credits for A P and G L are created during the Keep process Be sure all A P Direct Deposit vendors who are new have been entered in Direct Depositor Maintenance DD 250 00 if you Require PreNotes then they can now be sent to the bank as New pre notes Note that no checks in the above created batch es should include vendors who do not have an Approved pre note status If you Require PreNotes be sure all A P Direct Deposit vendors who were previously pre noted and have a Pending pre note status have their status changed to Approved in Direct Depositor Maintenance DD 250 00 if the 6 banking day waiting period has elapsed Create and Send the ACH file DD 500 00 A P Direct Deposit Setup You must setup important aspects of A P Direct Deposit to insure proper comm
12. of e One Record All Batches All check records in all batches selected fully summarized e One Record Batch All check records in each batch e One Record Check Each check record in each batch e One Record Voucher Each voucher record in each batch not summarized at all User Guide 3 e Note After September 20 1996 NACHA has ruled that the pre notification process is optional 4 e User Guide ACH Test file When you first configure your A P Direct Deposit you will want to transmit a test file to your bank to verify that you are setup correctly To do this follow these steps Setup Be sure your A P Direct Deposit setup DD 950 00 is complete at least 5 Direct Depositors DD 250 00 have been entered and your Company Paying Accounts DD 260 00 have been setup Turn on ACH Test On the A P Direct Deposit Setup screen DD 950 00 check the ACH Test box This sets A P Direct Deposit to the test mode Send ACH Test File Run the Create and Send ACH DD 500 00 process and send the ACH test file a test file includes only 5 vendors with test dollar amounts IT IS VERY IMPORTANT you notify your bank BEFORE transmitting this test file Upon receiving the test file and reviewing it your bank will confirm that your setup is OK and you may then uncheck the ACH Test box DD 950 00 to proceed with normal processing Processing an ACH File To complete the processing cycle for the Direct Deposit Module
13. the A P Direct Deposit Setup DD 950 00 screen The correct file name extension and directory path information is VERY IMPORTANT to successful management of script files A P Direct Deposit EFT A P Direct Deposit EFT Sample scr Notepad File Edit Search Help This ib a script to upload a file TIMEOUT 386 ON_TIMEOUT GOTO TIMEOUT DIAL 1 800 999 9999 18 WAITFOR User ID SEND upld H WAITFOR correct SEND y WAITFOR Your Password SEND 676767 H WAITFOR PRESS ANY KEY SEND H WAITFOR 2 3 4 or SEND 4 WAITFOR to exit SEND U WAITFOR help SEND 2 WAITFOR lt CR gt to exit SEND H WAITFOR 2 3 4 or SEND D WAITFOR file name ext SEND SOLAAP ACH PROTOCOL 2MODEH UPLOAD c sol4 ach sol4ap ach v Script files are ASCII text files that automate the communications process To develop a script you must first manually access the bank via your modem observe all the prompts that your bank s software presents and record your responses It doesn t matter how you document the prompts and associated commands as long as you can understand what text needs to be received and what text needs to be sent in response See Appendix D Sample Script for a sample script Listed below are the valid script commands a working example of each command follows its explanation LABEL Specifies a lab
14. there were some prenotes in the ACH file the vendor s bank account Pre Note Status will be changed from New Pre Note to Pending Pre Note Pending Pre Note vendors whose approval date has passed will be set to Approved Pre Note status The selected batches will have the date deposited stamped with today s date 18 e Reference A P Direct Deposit EFT Dial the Bank Play Script Hang Up Upload ACH A P Direct Deposit EFT Bank Communications DD 510 00 Bank Communications DD 510 00 lolx This process will set up communications with your bank You can access services your bank may have such as account inquiry ACH file status etc Phone 1 800 494 2049 Hang Up Upload AGH Jay Script Online Hayes Compatible 2400 Baud Modem Use this screen to dial your bank for any on line services your bank may offer 1 e to inquire about your account status ACH transfer status etc This process will not create or send an ACH file This process is accessed as part of Create and Send ACH File DD 500 00 if you have selected Built in Communications or Built in Write Read diskette and are reading a diskette and sending an ACH file When entering this screen your modem will be initialized according to the modem setup in A P Direct Deposit Setup DD 950 00 If there is an error an error message will be displayed asking to retry or cancel Clicking this button will dial the bank using t
15. to send the file using the protocol selected in A P Direct Deposit Setup Port Phone Protocol DD 950 02 e User s Communications the ACH file will be created and written to the path and filename you selected in A P Direct Deposit Setup DD 950 00 Next the program batch file or whatever file that you selected in A P Direct Deposit Setup will be executed e Built In Write Read diskette if you ve selected Create Write ACH the ACH file will be created and written to the path and filename you selected in A P Direct Deposit Setup DD 950 00 and then copied to the diskette If you ve selected Read Send the ACH file will be copied from the diskette to the path and filename you selected in A P Direct Deposit Setup DD 950 00 Next the Bank Communications DD 510 00 screen is displayed and you can Dial the Bank or Play Script to send the file to the bank When the bank requests to transmit the file click the Upload ACH file button to send the file using the protocol selected in A P Direct Deposit Setup Port Phone Protocol DD 950 02 Exiting the Screen If the ACH file was a test file or if the ACH file was written to a diskette Create ACH Write function you will be returned to the Create and Send ACH screen at the end of the process Otherwise the Keep Delete dialog box appears after the Communications process has finished e Delete No record updates will be made e Keep If you Require PreNotes and
16. 738V00103 Information Systems Co 0333333330000003 622333333334444444444444444440000027810V00104 Key Computer 0333333330000004 62733333333422222222222222222000008460233333333 Progress Corporation 0333333330000005 820000000501111111100000000846020000000846021521234567 333333330000001 5200Progress Corpora 1521234567PPDA P DIR DP960813960813 1333333330000002 623111111118111111444444411110000000000V00 Joseph Dregallo 0333333330000006 623111111118144144144144144140000000000V00144 Softech 0333333330000007 62833333333422222222222222222000000000033333333 Progress Corporation 0333333330000008 820000000300555555550000000000000000000000001521234567 333333330000002 5200Progress Corpora 1521234567CCDTRADE PMT 960813960813 333333330000003 622111111118222222222222222220000035500V00100 Premium Gas Service I 0333333330000009 62733333333422222222222222222000003550033333333 Progress Corporation 0333333330000010 820000000200444444440000000355000000000355001521234567 333333330000003 5200Progress Corpora 1521234567CCDTRADE PMT 960813960813 333333330000004 622333333334555555555555555550000018900V00105 Kei Systems 333333330000011 7O5RMR IV Inv Nbr 000466 189 00 00010000011 622111111118666666666666666660000002650V00106 Micro Financial System 333333330000012 7O5RMT IV InvNbr 000267 26 50 00010000012 627111111118666666666666666660000001000V00106 Micro Financial System 333333330000013 7O5RMT IV InvNbr 000421 10 00 00010000013 62733333333422222222222222222000002055033333333 Progres
17. A P Direct Deposit EFT with Electronic Tax Payment for Solomon IV Release 2 x Users Guide Reference Solomon IV Enhancement Product A P Direct Deposit EFT with Electronic Tax Payment By Sandler Kahne Software LICENSE For each Solomon IV A P Direct Deposit Program purchased SandlereKahne Software grants to you the right to use a single copy of the Solomon IV A P Direct Deposit Program Software including documentation on one 1 and only one 1 computer of your choice You may physically transfer each such License without cost to another computer provided the Software is not resident on more than one 1 computer at a time If this Software is used on a local area network either a network license must be purchased or a license must be purchased for each computer on the network which uses the Software Title to Software shall remain with SandlereKahne Software The Software may not be copied except for required backup Copying of this manual is prohibited You shall protect the Software under this License as confidential information and trade secret of SandlereKahne Software and will take reasonable steps to prevent use of the Software on more than one 1 computer for each paid License You will not remove any product identifications copyright or other proprietary notices from the Software or documentation If ownership of your computer is transferred to another party this License may be transferred with 1t provi
18. ACH File Format to determine the origin of the data fields in the file After initializing or after changing any fields in this group you should send your bank a test ACH file See the section entitled ACH Test File in the User Guide Immediate Destination Enter the transit routing number for your company s bank The 8 digit number followed by the check digit must be right justified in this field Your bank may or may not require an initial blank or other character in this field Immediate Destination Name Enter the name of the bank to which you are sending the ACH file Immediate Origin A P Direct Deposit EFT Reference e 21 Immediate Origin Name Company ID ACH File Name Path to ACH Script files Default Docs ACH Record Default Entry Class 22 e Reference Enter the transit routing number for the bank that will be transmitting the ACH file For formatting see the Immediate Destination field For many banks your company s Federal Tax Identification number is required in this field Enter the name of the bank that will be transmitting the ACH file For many banks your company name is required in this field Enter your company s Federal Tax Identification number The 9 digit number should be right justified Your bank may require an initial blank or other character in the first position of this field Enter the DOS file name of the ACH file The default is SOL4AP ACH Your bank may have specific requiremen
19. Batches Effective Date Diskette Option Group Disk Drive Begin Processing e Pre notes only all direct deposit vendors will be reviewed for any New pre note status s and will be combined into one ACH file If you do not Require PreNotes then this option is not available This checkbox will display Posted as well as Unposted batches When the screen first loads only batches that have an unposted status are displayed and less than two periods old This option would normally be used only when an A P check batch had been posted to the GL before it has been transmitted to the bank Administrative procedures should be put into place so that this does not occur Enter the effective date for the ACH file the date on which bank accounts should be posted This option group appears when you have selected Built in Write Read diskette Communications Type in screen DD 950 00 A P Direct Deposit Setup The options are e Create ACH Write Create the ACH file and write it to a diskette e Read Send Read the ACH file from a diskette and transmit using the Built in Communications option If you have selected Create ACH Write enter the drive letter of the diskette drive in your workstation on which to write the ACH file If you have selected Read Send enter the drive letter of the diskette drive in your workstation from which to read the ACH file Clicking this button starts the ACH file process First the Direct Deposit Audit r
20. EFTPS Enter your Direct Deposit Vendors in screen Direct Depositor Maintenance DD 250 00 Create and Send a Test ACH File using screen Create and Send ACH File DD 500 00 to verify that you have correctly setup the ACH file parameters and the bank can receive your file A P Direct Deposit EFT User Guide Overview This User Guide provides general information regarding the setup and operation of A P Direct Deposit EFT so you will understand how the module works as a whole Steps to setup A P Direct Deposit EFT for the first time Verify that the A P module has been setup 03 950 00 Setup A P Direct Deposit DD 950 00 see A P Direct Deposit Setup below Setup Company Paying Accounts DD 260 00 Setup Direct Depositors DD 250 00 see Structuring Direct Depositor Information below Send a Test ACH file to your bank DD 500 00 See Test ACH file below If required Create and Send an ACH file for your Pre Noted Vendors DD 500 00 You will need to wait 6 banking days from when you transmit these pre notes until you can mark them Approved and send your first Direct Deposit checks The system automatically calculates the 6 banking days and sets the pre note status to Approved when the time has passed Now you are ready for normal A P Direct Deposit EFT Processing Steps for normal processing of A P Direct Deposit EFT Batch vouchers for Direct Deposit vendors Select vouchers for payment 03 500 00 a
21. See INPUT script If a variable is specified the text that the variable holds is sent You can embed control codes in the text These are defined in ASCII as A through 4Z corresponding to ASCII values 1 through 31 respectively Thus G is a beep M is a carriage return J is a linefeed etc eg SEND Hello Over There M This sends a carriage return after the text string eg INPUT Enter Your Name UserName SEND UserName SEND AM24J This prompts the user for their name then sends it followed by CR LF Specifies the baud rate parity data bits and stop bits If run from DD 510 00 then the comm port is open and the settings are those from the Phone Port Protocol Setup DD 950 01 screen eg SETTINGS 9600 N 8 1 Stops program execution Specifies the number of seconds that WAITFOR will wait before timing out eg TIMEOUT 30 Causes WAITFOR to timeout in 30 seconds if it doesn t detect the wait for string Uploads a file eg PROTOCOL ZMODEM UPLOAD c sol4 apdd upld zip Waits to receive a string over the comm port eg TIMEOUT 30 DIAL 9 555 1212 WAITFOR What Is Your Name Reference e 31 SEND SolomonUser M This example dials 9 pauses 2 seconds then dials 555 1212 and waits up to 30 seconds specified by the TIMEOUT after connecting to receive What Is Your Name from the host system and then sends SolomonUser followed by a carriage return 32 e R
22. Value field will go into the Header or Trailer record The length of the Value may not exceed the length specified by the Start and End positions e Business Date YYMMDD Solomon s current business date will be entered in this field eg if the business date is 03 01 1996 then 960301 would be entered into the record e Effective Date YYMMDD the user entered Effective Date DD 500 00 will be entered in this field eg if the effective date is 03 01 1996 then 960301 would be entered into the record e File Sequence the file sequence as a number will be entered in this field The file sequence number also referred to in the ACH documentation as the File ID Modifier is a number indicating the sequential number of this ACH file going to the bank on one date eg the first file to the bank on a day will be 1 the next 2 etc Format width as specified by Start amp End position values right justtified left padded with 0 s e File Sequence Ltr the file sequence as a letter will be entered in this field The file sequence number also referred to in the ACH documentation as the File ID Modifier is a letter indicating the sequential number of this ACH file going to the bank on one date eg the first file to the bank on a day will be A the next B etc Format width as specified by Start amp End position values left justtified right padded with blanks e Record Count w o HT total record count in the ACH file without w
23. X12 Release ersion Tax Pmt Pre Note 04100 Documents ACH Record One Record oucher H Account Information Bank Transit 111111118 Bank Account 33333333322334355 Account Type Checking y Pre Note Status Approved Zero Doll y Approval Date fo Use the Direct Depositor Maintenance screen to set up and maintain the direct deposit information of your vendors This screen must be completed for each vendor who is to be identified as a direct depositor This screen has only those vendors you have designated as direct deposit vendors If you are setup to Require PreNotes then this screen is also used for the initial pre notification of a new direct depositor and for subsequent pre notification of changes to bank or bank account information The ID of the vendor whose information is to be added or changed The Vendor ID was first assigned in Vendor Maintenance 03 270 00 Adding vendors here does not affect Solomon s normal vendor maintenance 03 270 00 Possible value lookup of all vendors is available on this field The name of the vendor whose ID was entered at Vendor ID appears here The Entry Class has the following options e Prearranged Payment and Deposit PPD used for employee expense reimbursement e Cash Concentration and Disbursement CCD used for corporate payments e Cash Concentration and Disbursement Plus CCD same as CCD but with additional EDI information Reference e 3 X12 Versio
24. a a E E E ER ET TE TET E R 5 Approval D te tnise renere a Ea EE E EE EEE E E EE RETE EERTSE E ES ERER 5 Company Paying Account Maintenance DD 260 00 eosessesoossesessossesocssossesoesessossesoossesoessesessossssssesesoss 6 A NN 6 SUD Sates E cane E ccbanh ee Ste vededecbvbed ie E EEA 6 AC COUMEN AIT oi sss ss cece A a Res Seok daa NTs sass Se ada E AI aa 6 Bak Tra a ti it dt 6 B nk Account AE oir eenen n E A EEA E EEN E das evuohesbnacyusnestecesuyes vubdadvtnceatuelvyceneoceress 7 ACCOUNL Types E E el E E edn canine EGS 7 Pre Note Status onini e lees EG E E E E E E EA E E E EE E E 7 Approval Date soiree ni nest iE AA A 7 PPD E E E A E ee 7 CCD ia lea il A E E E a E AR a e 7 CEDE ad 8 COD Privacitat dei EE EEEN 8 ACH Header Trailer Maintenance DD 270 00 sscccsssscscsssssccssssscccsssscccsssccsssssccccesssccscsscsccssecsessnee 9 A P Direct Deposit EFT Contents e i Head Tri a ee io 9 STATE POSO a eee ee 9 End PostIt A ie 10 Descrip sto 10 Data Type conil ada 10 A NN 10 Tax Payment Codes DD 280 00 omoonconoconocncononoonoconconocncnonconocononnnonononononon con cnocononooonooncnococononncocanoconocoss 11 Select ei ROT 11 IRS Tax Code cias 11 NM NN 11 DESCriptlOn A AIS Be ee ach RE eat at 11 Short Description iesire cc sevestes sty ohsedscesdgsess dassea cosdesvessgedyedassssseesddossenstessoesssobseaseesesvves SEAE RS eise 11 Tax Peod S e iene iia R EE E E E AR A 11 Tax IDU MD E E E a E E EE E E A E
25. alog box with the message Enter Your Password and stores the entered text in a variable named PassWord The that text is sent out the comm port followed by a carriage return Tells the script to jump to a label when a timeout occurs A timeout can be caused by a busy signal on the other end or accessing a modem with the power turned off etc eg ON_TIMEOUT_GOTO JumpHere Pauses for a specified number of seconds eg PAUSE 1 Sometimes a pause is required in between a WAITFOR and a SEND command or in other places to smooth out the communications process This may require experimentation A P Direct Deposit EFT A P Direct Deposit EFT PORT PROTOCOL SEND SETTINGS STOP TIMEOUT UPLOAD WAITFOR Specifies which port to use If this command is omitted from the script and the comm port is open the script with use the current port with its current settings eg PORT 2 uses COM2 When entering screen DD 510 00 the comm port has been initialized so this command generally will not be used Sets the file transfer protocol Valid protocols are XMODEM CHECKSUM XMODEM CRC XMODEM 1K YMODEM G YMODEM BATCH ZMODEM KERMIT COMPUSERVE eg PROTOCOL ZMODEM If UPLOAD or DOWNLOAD is used without issuing this command then the protocol set in Phone Port Protocol Setup DD 950 01 will be used Sends a string out the comm port If the string does not have quotes it is treated as a variable
26. cal bank as to the holidays they observe This table is used in calculating the date when a pending pre note becomes approved That calculation will skip all weekend days as well as the holidays setup here Holiday The banking holiday Only holidays in the future need to be maintained Description Description of the banking holiday A P Direct Deposit EFT Reference e 13 Sending an ACH Test file Writing and Reading the ACH file on a Diskette 14 e Reference Create and Send ACH File DD 500 00 Create and Send ACH DD 500 00 Al ES Communications Type Send via User s Communications Batch Batch Date ted l 17870 92 Posted __ Ez 07 03 96 7374 90 Posted rt IV Posted batches Effective Date 09 06 1998 Deposit Options Selected batches amp pre notes Selected batches only Pre notes only Begin Processing Use this screen to create an ACH file The action taken after the ACH file has been created depends upon the Communications Type entered in DD 950 00 A P Direct Deposit Setup The possible actions are e Create the ACH file and dial the bank for immediate transmission by the built in communications software e Create the ACH file and execute another program to launch an external communications program e Create the ACH file on a diskette or read an ACH file already written to a diskette for transmission by the built in communications software
27. ck this button to enter the Modem Setup DD 950 02 screen to setup data for your modem Currently there are over 440 modems available for setup Use the Select Modem button to find your modem in the Modem Database DD 950 03 In most cases the settings from the modem database will be satisfactory for your modem but you may edit the settings in this screen These settings are not saved to the modem database but are saved in the A P Direct Deposit Setup record If you cannot find your modem and are unsure about entering settings directly try using one of the Hayes compatible modems many modems will work with these settings A P Direct Deposit EFT Modem Make Model Highest Baud Initialization Attention Hangup Reset Dial Prefix Answer A P Direct Deposit EFT Modem Setup DD 950 02 OF x Modem 125 Make Model Hayes Compatible 2400 Baud Modem Highest Baud 2400 Initialization ATE1QOV1X4 amp C1 amp D257 60S11 55S0 0 M Attention AT Hangup ATH M Reset rag A Dial Prefix ATDT Answer ATAM Connect CONNECT is Busy BUSY Select Modem Modem reference number from the modem database Modem manufacturer Modem model name Highest baud rate for this modem Initialization string used when initializing the modem Attention string used to send commands to your modem Hangup string used to send hook switch control commands to your modem Reset string used to send
28. cnstvewsastzeapeusebwopieebicasndusedaesvepacateatdebeayeetctapsosoversectigriastp ipahes gt 19 Play Scriptiiosici 08 Sh RGSS nEn E EE hi ARR OR Res ala Ai ehh ae SiR ii 19 Hang Ubica ade tas ate thes sete a ee esa ee oe ee 19 Upload ACH isis acticin cinniiod E ae een aio ani nin meanness 19 Payment Selection Filter DD 520 00 moocnonnooneccnnnoncnnnconocononnonononononocooonoon nooo rooncoonconnconocononononoronocono concen 20 Select VOI edil ida dde 20 A P Direct Deposit Setup DD 950 00 ssesessossesoossesessossessossesoesseseosoesessossesoossesoesoesessossesoossesossossssssesessoss 21 ACH File Setups aici0 sie da 21 AAA OIE 21 Immediate Destination Nameer eneidiaa aiai ii 21 Immediate Orgi reido EEEE EE O E EE E EE 21 Immediate Origin Name oooocnnccnocnconnconononoconocononnnono nono crono ron rra nono nro E T 22 Company ID ccoo cierren sastre EO Tinto cried T esti 22 ACH Fle Name ici 22 Path to ACH SeriptiileS comi io 22 Default Docs ACH Record neren e E E E E EA EN 22 D tault Entry Class ss icc sscccsecsssessessssves setaeesbes syst asieassesdes tetas se busasdes ie sasbivigessdescspssssstapecdes cpvbestelavasbetiey 22 ii e Contents A P Direct Deposit EFT Block till Milenario Mae ee bh MAL BAe aah Sa eee AS GaAs 23 CRILE End reco nea ee 23 Include Company Debitisc 0 lt 5sce 25 55 sesers ies teh 005 tases ds cees sobanesoetsahs ch astsva sists acasscptasesced ish iria 23 Delete ACH Tile ater semen tr leia 23 Requ
29. conoco nono nornnonnnonnos 1 Steps for normal processing of A P Direct Deposit EFD oooocnnccnnccioncconoconocononononnnonnnnnn conc nnnncnncconosn 1 AI SR AAA 2 Structuring Direct Depositor Information sccscssccsesscsscssesssesesssscsesscsesssessesssesessnessessessesssssnssossnes 3 ACH Test file sssssssssrssssessrsessssessessrsessessssessessssessassssessessssessassssesscssrsessasessessesessessasessessesesseseessssessesersesees 4 Processing an A CH File sisscisscsscctsscseuscossossessadsasesesscssessscssseseavcesescsdstdacscveciescacsesosasvedsoaseuseassetsebsassescccssosvessessas 4 Rint Se AAA A A A OO TN 4 Reference 1 A P Direct Deposit Menu ocoocconconoononnonnnnncnnononcnncnncnncnnooncnncnn conoce nooncnnooncnnono conoce de SSS oao EDOS SSeS E Re T rro noo rocncn SaS nos 1 Direct Depositor Maintenance DD 250 00 scssccsssssssscssesscesssssesssssnesscssescessessessessssssssnessesseseossssosees 3 Vendor ID irio tennere neee EEE tut EE EEEE EE EE KE EEEE EE EE E EA EEE oi 3 Namere a E E E A A E E RE A R a E S a EA 3 Entry Class cuentista 3 XIV O A Ad 4 Tax Pmt Pre Note cenere ad id ie 4 Documents ACH Record renti a A tanta ren E cub evncv ode Reva eee today ta danea Epa ia ocasionada 4 Banik TOA iii 4 Bank AcCO0UO dect becocscsscesdpscenvotsdundy cc devethenscetinedevvovneonestde ceseiedncesensdeasevoths paciente 4 ACCION och nhesiulvas E E E EA E cpenseubaveltieceavenencibubonnanievenseomel E 4 Pre Note als i
30. d U it will have a Status of Posted P send the batch to the bank and then return its Status to Posted P This can be done in SQL Scope or iSQL w User Guide e 5 Reference A P Direct Deposit EFT A P Direct Deposit Menu AP Direct Deposit EFT y e Screens O Reports Direct Depositor Company Paying ccount ACH Header Trailer Tax Payment Codes Create and Send ACH File Bank Communication Payment Selection Filter The A P Direct Deposit EFT menu lists functions used to maintain and report A P Direct Deposit information Access the A P Direct Deposit EFT menu through the Module menu on the Solomon IV menu bar The A P Direct Deposit EFT menu appears in two parts The first part lists the A P Direct Deposit EFT screens used for module setup maintenance and regular operations The second part list A P Direct Deposit EFT reports To access the reports part of the A P Direct Deposit EFT menu click the Reports button Reference e 1 Solomon Y Menu lel E AP Direct Deposit M So Direct Depositor To return to the screens part of the A P Direct Deposit EFT menu click the screens button 2 e Reference A P Direct Deposit EFT Vendor ID Name Entry Class A P Direct Deposit EFT Direct Depositor Maintenance DD 250 00 Direct Depositor Maintenance DD 250 00 Vendor ID F Premium Gas Service Inc Entry Class Tax Payment CCD E
31. ding the new owner first signs a License Agreement with SandlereKahne Software LIMITATION OF LIABILITY SandlereKahne Software warrants that the program will substantially conform to published specifications and to the documentation provided that it is used on the computer hardware and with the operating system for which it was designed SandlereKahne Software also warrants that the magnetic media on which the program is distributed and the documentation are free from defects in materials and workmanship for a period of 60 days SandlereKahne Software will replace defective media or documentation or correct substantial program errors at no charge provided you return the item to SandlereKahne Software within 90 days of the date of delivery If SandlereKahne Software is unable to replace defective media or documentation or correct substantial program errors SandlereKahne Software will refund the purchase price These are your sole remedies for any breach of warranty Except as specifically provided above SandlereKahne Software makes no warranty or representation either express or implied with respect to this program or documentation including their quality performance merchantability or fitness for a particular purpose Because computer programs are inherently complex and may not be completely free from errors you are advised to verify your work and make periodic backups of your data In no event will SandlereKahne Software liable for direct i
32. e Value DD xxx xx are screens ye Ol DD 950 00 See note 1 DD 950 00 See note 1 Solomon Sign on Date YYMMDD PC Workstation Time HHMM 1 See note 2 094 10 q DD 950 00 DD 950 00 Spaces ngn 200 if mixed debits credits 220 if credits only 01 950 00 blank not used DD 260 00 defaults to DD 950 00 Company ID PPD CCD or CCD From Screen DD 260 00 Solomon Sign on Date YYMMDD From prompt in Screen DD 500 00 YYMMDD blank not used ye DD 260 00 Bank Transit leftmost 8 Routing Sequential daily from 0000001 6 Deposit to Checking 22 Deposit to Savings 32 Withdrawal from Comp Chkg 27 Withdrawal from Comp Svgs 37 Pre note to Checking 23 Pre note to Savings 33 Pre note to Comp Chkg 28 Pre note to Comp Svgs 38 DD 250 00 Deposit Bank ID 1 8 DD 250 00 Deposit Bank ID pos 9 DD 250 00 Bank Account 99 999 999 99 DD 250 00 Vendor ID Vendor Credit DD 260 00 Cmp Paying Acct Bank Transit Cmp Debit DD 250 00 Vendor Name Vendor Credit A P Direct Deposit EFT 7 Seven 8 Eight 9 Nine Note 1 Note 2 Note 3 Note 4 Note 5 A P Direct Deposit EFT 01 950 00 Company Name Company Debit 77 78 Discretionary Data blank not used 719 Addenda Record Indicator 0 1 if CCD 80 87 Trace Number DD 260 00 Bank Transit left 8 88 94 Trace Number Sequential record number da
33. e E R EA 11 Bank Holidays DD 290 00 ssssssssessesisiosisvisossssessson sososvoses ssessvosssorosiorssoiossosssrosssessrossoesssiorssossssosov ro seo seose 13 Hold asin a ind 13 A AN 13 Create and Send ACH File DD 500 00 ssscssssssscssssscccsssscccssssscessssccsessccecesssscccessnsccessseccsssscscessseaes 14 Sending v ACH Test fileries oote eneren voeren eos cerda tonada seei r diodo iii 14 Writing and Reading the ACH file on a Diskette ooononcnnncnincnocnnocnnonoconocnnccononnnonncon nono nonnnananonnn ns 14 Creating the ACH file inspiro tlf 15 Sending the ACH Tes iysc cose seecock heavs esa reaa ape aes eae Ee E Re EA PEE AES ETS EEEO HEE ARER e 15 Batches gridi eei A ee o E E e EE EE EE EEE EE OOE E EEE EEEE ESE 16 SA NOS 16 Batch Number siii anni 16 Batch Dit is ds 16 Date Deposit isis ad 16 Batch Total Dee A RA EES Ba ates 16 UALS a O 16 Select UNS Posted retro icicias 16 Deposit Options Groups sorre oee en e E EE o EEE EEEE EE S cuevapeanebonsbevsecenssubdassbeny 16 Posted Batches ccoo eE E EE T E EE E ERE E R E E 17 Effective Date ceret rie e a E EEE EEE E A E E TEE E EAE a 17 Diskette Option Group ess Soe se sends gia shes See Bas eek ia 17 Disk DiViNo a 17 B sin PLOMO a e E e e A AE T 17 Exiting th Screen NN 18 Bank Communications DD 510 00 sssesseesecesessscssssesoesooesocesccesecesesssecsseeocesocesocesocesecssessssssosesosssoesocssesse 19 Dialthe Bank aaea Secgestvie ceases dec esh ah dassas
34. ect one of these options in DD 950 00 A P Direct Deposit Setup To complete the set up of the Direct Deposit Module you should be familiar with the characteristics of your modem refer to the modem s user manual and the requirements of your bank The A P Direct Deposit EFT Module includes its own communications software It provides automatic dialing of the bank and transferring the ACH file This method provides standard communication protocols acceptable to most banks You should select this option if your bank uses proprietary communications software or if you wish to use a third party communications package to transfer the ACH file With this option the ACH file is created and then a program file batch file or any other file you designate will be launched If you use a DOS batch BAT file it may be created using any ASCII editor Contact your bank to determine their requirements Normally this file will consist of instruction or commands to e Change default directories to the directory of your communications software e Copy the ACH file from the ACH Script directory to the communications default directory e Start the communications program e Delete the ACH file Consult your DOS User s Guide for more information about batch files Using this option A P Direct Deposit EFT will write the ACH file to a diskette and then read the file and transfer it using the Built in Communications method You should use this optio
35. eference A P Direct Deposit EFT Direct Deposit Audit Report DD 600 00 The Direct Deposit Audit Report displays the following e Direct deposit setup information and current direct deposit amounts for all vendors who will be included in the ACH file e If you Require PreNotes pre notification for vendors with bank accounts with Pre Note Status of N e Total amounts to be deposited to vendor accounts and debited from each company paying account s A P Direct Deposit EFT Reference e 33 Direct Depositor Report DD 610 00 The Direct Depositor report displays the information entered in DD 250 00 Direct Depositor Maintenance The report is in Vendor ID order 34 e Reference A P Direct Deposit EFT Company Paying Account Report DD 620 00 The Company Paying Account report displays the information entered in DD 260 00 Company Paying Account Maintenance The report is in Account amp Subaccount order A P Direct Deposit EFT Reference e 35 Appendices As of March 21 1997 the waiting period for pre notification changed from 10 calendar days to 6 banking days A P Direct Deposit EFT Appendix A Pre Notification Explained Pre notification is part of the standard method of transmitting information to the Automated Clearing House ACH As of September 20 1996 the NACHA rules no longer require using the pre notification process After reviewing the explanation below please consult with you bank to d
36. el This works the same as with batch files Any word that starts with a colon is treated as a label eg JumpHere CAPTURE Opens a specified capture file When this command is issued all received data is logged to the specified file eg CAPTURE c sol4 apdd capture txt Reference e 29 CLOSECAPTURE DIAL DOWNLOAD END HANGUP INPUT ON_TIMEOUT_GOTO PAUSE 30 e Reference Closes the capture file opened previously with CAPTURE eg CLOSECAPTURE Dials a phone number and connects to a host modem eg DIAL 555 1212 10 WAITFOR Press Enter to Continue SEND 4M This example dials 555 1212 The second argument 10 specifies the number of retries if the line happens to be busy After a connection is made it waits to receive Press Enter to Continue and then sends a carriage return Downloads a file eg PROTOCOL XMODEM CRC DOWNLOAD c sol4 apdd dnld zip or PROTOCOL ZMODEM DOWNLOAD Second example does not require filename also true for YMODEM BATCH and YMODEM G Ends the script END does not close the communications port Hangs up the phone HANDUP does not close the comm port it only disconnects the modem Prompts the user for a string and stores the data in a variable The variable can be specified always without quotes as a replacement for any string eg INPUT Enter Your Password PassWord SEND PassWord SEND 4M This example displays an input di
37. eport prints for requested deposit options This report will not print if you are creating an ACH test file or you have selected the Built in Write Read diskette Communications option and are reading from diskette After the Audit Report prints all selected batches are pre processed to check for the following types of errors e Batches were selected which do not have Company Paying Accounts DD 260 00 set up yet e Vendors are in the selected batches which have not been entered as direct depositors in A P Direct Depositor Maintenance DD 250 00 e Vendors are in the selected batches which have been setup but their pre note status is not Approved or they are pending and their approval date has not passed If errors occur on the audit report or in the pre processing then a message will be displayed informing you to review the audit report and or the event log to discover what errors occurred The event log file will begin with DD50 A P Direct Deposit EFT Reference e 17 Depending on the Communications option you have selected the following occurs next e Built In Communications the ACH file will be created and written to the path and filename you selected in A P Direct Deposit Setup DD 950 00 Next the Bank Communications DD 510 00 screen is displayed and you can Dial the Bank or Play Script to send the file to the bank When the bank requests to transmit the file click the Upload ACH file button
38. etermine whether you must or should use the pre notification process With pre notification you provide a way for your bank to verify vendor bank account information before transactions are actually posted to the vendor account s A pre notification record contains only the vendor s name and account identification No payment amounts are included When you send the pre notification record you are advising your bank that in a following transmission of an ACH file you will be sending amounts to be posted to this account It is an opportunity for the bank to verify that the account information is correct before actual posting to the account is required The bank must respond to you within 6 banking days if the account information cannot be verified If you are not contacted by the bank after 6 banking days you may assume that the account information is correct and then are free to transmit amounts to those accounts A P Direct Deposit EFT provides the control you need for this process Whenever a new bank ID or account number is entered for a vendor either for a new vendor or as a change to a current vendor s account information the software will set the Pre Note Status flag to N New pre note for the changed account When creating an ACH file all vendor records are examined and when a N ew Pre Note status record is found the appropriate pre notification record is included in the ACH file When this transmission batch is Kept
39. he bank and your keystroke entries When you are done then you can enter your script using NotePad or WordPad as an editor e Tax Payment Code Setup If you are using the Electronic Tax Payment feature then you should use the Tax Payment Code DD 280 00 screen to select those tax payment codes that you require For State tax payments be sure your state tax ID is entered for each tax type Structuring Direct Depositor Information For each vendor that you want to Direct Deposit you need to set up a record in A P Direct Deposit Not all of your vendors need to be setup in A P Direct Deposit You need to establish the Entry Class for each vendor whether they are e PPD Prearranged Deposit used for vendors who are individuals that request their expense reimbursements to be direct deposited e CCD Cash Concentration and Disbursement used for corporate payments e CCD Cash Concentration and Disbursement Plus used for corporate payments along with EDI information With this Entry Class you also need to determine the ANSI X112 Version Release your trading partner is using to receive their EDI record e CCD Cash Concentration and Disbursement Plus Tax Payment used for the financial agent who receives your tax deposits See Appendix E Tax Payments Explained EFTPS You also need to determine how you want to summarize your vendors payments in the ACH file Each record that is transmitted in the ACH file may consist
40. he number and settings selected in A P Direct Deposit Setup Port Phone Protocol DD 950 01 Clicking this button will allow you to choose the SCR script file to process and then execute the script file selected If only one SCR file exists in the path you setup in A P Direct Deposit Setup DD 950 00 then you will not be prompted for a file and that one script file will be executed Clicking this button will hang up your modem if you have dialed and successfully connected to the bank This button is not available disabled unless you are using this screen as part of Create and Send ACH file DD 500 00 Reference e 19 Select Vouchers 20 e Reference Payment Selection Filter DD 520 00 Payment Selection Filter DD 520 00 Al ES This process will remove selected vouchers from your current payment selection Click Direct Deposit to remove all non approved pre note direct depositors and non direct depositors further select by Entry Class Click Checks to remove all approved pre note direct depositors Select Vouchers IV PPD V CCD M CCD v CCD T Checks leaves non DD vouchers only Use the Payment Selection Filter screen to filter your current payment selections The A P Payment Selection screen 03 500 00 should be processed normally using whatever selection criteria you need However as we noted in the User Guide section it is important that when processing direct deposit vouchers and
41. ily from 0000001 1 Record Type Addenda 7 2 3 Addenda Type Code 05 4 83 Payment Related Information See Note 5 84 87 Addenda Sequence Number Sequential addenda record for entry detail from 0001 88 94 Entry Detail Sequence Number From Entry Detail pos 88 94 1 Record Type Batch Control 8 2 4 Service Class Code same as record 5 5 10 Entry Addenda Count number of type 6 records in batch 11 20 Batch Hash Total See Note 3 21 32 Total Debit Amounts in batch 999 999 999 99 33 44 Total Credit Amounts in batch 999 999 999 99 45 54 Company Identification DD 260 00 defaults to DD 950 00 Company ID 55 73 Message Authentication Code blank 74 78 Reserved blank 79 Reserved blank 80 87 Originating DFI Identification DD 260 00 Bank Transit leftmost 8 Routing 88 94 Batch Number Sequential daily from 0000001 1 Record Type File Control o 2 7 Batch Count Number of 5 records 8 13 Block Count Number of 10 record blocks 14 21 Entry Addenda count Number of 6 amp 7 records in file 22 31 File Hash Total See Note 4 32 43 Total Debit Amounts in file 9 999 999 999 99 44 55 Total Credit Amounts in file 9 999 999 999 99 56 94 Reference Code Spaces For a bank routing number your bank may require the first position to be a 1 or a blank This is a sequential number of the sequence of this file to this Immediate Destination for the current date The second file sent in the same day wo
42. ire E NN 23 Tax Pmt Require Zero Dollani a a eip noae A EE nono nooo conocio nn nr nan rE 23 ACHA AAEE ee eee 23 Communications OPUS ir ile 24 Communications Type sesei etit eree eooni eoa se o eor EE eoa Eo ricardo datada 24 User s Comm nications annn a se caved E E des AR n a 24 Phone Port Protocol MAE EE E E E E E E E E 24 Phone NUMBER rieron lt lidia 25 Baud Rd iaa 25 Data BS ciao 25 Stop Bits diia rinn a EEE hous E OE suet EE E E E EEEE EE S 25 Ie aa E E EE EEA has EE A EA E S E E ES RES LSE EA EEA 25 DM ai 25 dad 25 Elo W Control A ae ea 25 Protocol ot eather EAS es tota perlas Le ts Le o A 26 DVRs a A A dedgsncoss AUR aot E 26 A A cad us as sees O 26 MO dette ivcrsvedisedetcciedeseeie hewieaseak cad cad ia ea aaa 26 Modena tn ee ene eee 27 Make ngs srcescs seater sd Seveveescet etek cetee ates Soeaeek oa 27 Mode e e eee 27 Highest Baud aiii 27 A A EURO 27 O EEEE E EETA NEEE PEELE DOETE AEE DEEE E TEE EEE DELEA DETIT 27 Hinr Upei aE E AEA EEEE REEE E EE A EEE EA E OA EE EAEE RE 27 E REEE A EEE EAE AAS ESEE ERESSE EEA DEEA SEERE EEES T EE EEEE E EEE EOE EESE 27 DialiPreiis tai E ei E A 27 AAS WE A A A E abe PSA ee 27 COMME O 28 A aaa 28 Select Modem ad a a do e o 28 ON 28 Direct Deposit Audit Report DD 600 00 seseossesesoessesoososssesoesoesessesoesoesessossesoossossessossesoesessossesosssssossss 33 Direct Depositor Report DD 610 00 essesessoesessossesoessessesoossesossesosssesoesoesessos
43. ly or pre notes only If you do not Require PreNotes then the only option is to send selected batches A field for the effective date of the ACH file must be filled in This is the date on which the amounts for deposit are to be posted to the vendor accounts If you have elected to write the ACH file to a diskette the drive letter for your disk drive is required The method by which the ACH file is transmitted to the bank is determined by the Communications Type entered in DD 950 00 A P Direct Deposit Setup The options are e Built In Communications After the ACH file has been created the Bank Communications Screen DD 510 00 will be displayed Clicking the Dial the Bank button will dial the bank using the Communications Setup information from DD 950 00 A P Direct Deposit Setup After making the initial connection most banks have a login procedure you must follow see your bank to obtain ID s passwords etc for their login procedures As an alternative you may have created an automated script file to dial the bank and log onto the bank s system To do this click the Play Script button either after Dial the Bank if your script does not include a dialing sequence or instead of Dial the Bank if your script includes a dialing sequence and select the script file to use if you only have created one script file in the script sub directory it must have a SCR extension then you will not be prompted with the sc
44. n Tax Pmt Pre Note Documents ACH Record Bank Transit Bank Account Account Type 4 e Reference e Tax Payment CCD CCD entry used for your tax payment financial agent Note if you have the Tax Payment only option then only the Tax Payment CCD entry class will be available For CCD Entry Classes the X12 Version designates which version of the ANSI ASC X12 standard should be used with this vendor Each vendor needs to inform you which version they wish to receive This field is used in conjunction with those vendors whose entry class is CCD Tax Payment Enter the Tax Payment code to used when generating a pre note entry for this vendor zero dollar entry A PV list is available for all selected tax payment codes This tax payment code will be used whenever this vendor is pre noted Documents ACH Record designates at what level this vendor s A P documents should be summarized in the ACH file The options are e One Record All Batches all checks for all selected batches will be accumulated into one ACH record e One Record Batch checks will be accumulated by batch for this vendor and there will be one record for each batch selected e One Record Check each check in each selected batch will result in one ACH record e One Record Voucher each voucher in each selected batch will result in one ACH record This last option is required for a CCD Entry Class entry The following fields define the Accou
45. n if you process payroll on a workstation that does not have access toa modem The diskette may be removed and taken to a workstation with a modem to transfer the ACH file electronically This method is also useful for transmitting to the bank at a time other than when the ACH file is created Appendices e 3 Appendix C ACH File Format The following requirements are taken from the National Automated Clearing House Association NACHA 1996 Rules Record Pos 1 One 1 2 3 4 13 14 23 24 29 30 33 34 35 37 38 39 40 41 63 64 86 87 94 5 Five 1 5 20 21 40 41 50 51 53 54 63 64 69 70 75 76 78 80 87 88 94 6 Six 1 4 11 12 13 29 30 39 40 54 55 76 4 e Appendices Description Record Type File Header Priority Code Immediate Destination Routing Immediate Origin Routing Transmission Date Transmission Time File ID Modifier Record Size Blocking Factor Format Code Immediate Destination Name Immediate Origin Name Reference Code Record Type Batch Header Service Class Code Company Name Discretionary Data Company Identification Standard Entry Class Code Company Entry Description Company Descriptive Date Effective Entry Date Settlement Julian Date Originator Status Code Originating DFI Identification Batch Number Record Type Entry Detail Transaction Code Receiving DFI Identification Check Digit DFI Account Number Deposit Amount Individual Identification Individual Nam
46. ndirect special incidental or consequential damages arising out of the use or inability to use the program or documentation even if advised of the possibility of such damages In particular SandlereKahne Software is not responsible for any costs including but not limited to those incurred as a result of lost profits or revenue loss of use of the computer program loss of data the cost of a substitute program claims by third parties or for other similar costs In no case shall SandlereKahne Software liability exceed the amount of the payment price COPYRIGHT Under the copyright laws neither the documentation nor the software may be copied photocopied reproduced translated or reduced to any electronic medium or machine readable form in whole or in part without the prior written consent of SandlereKahne Software except in the manner described in the documentation Copyright 1996 SandlereKahne Software Printed September 1998 10546 Cambridge Court Version 3 00 Montgomery Village MD 20886 All Rights Reserved First edition printed August 1996 Printed in the United States Contents Introduction 1 Features EPE ENN ENESE E EEEE E T E E O E AEO E 1 Starting A P Direct Deposit EFD noonoooonnonoconconcnnooncnnnonncnnonnconcnnoononnonncononononnooncononncnn co nonorocncorconono seas non nn os 2 User Guide 1 OVervieW E A T E ET 1 Steps to setup A P Direct Deposit EFT for the first tIM ooooooocnnnnnccnnonnnoncnnnconocono
47. ng USA Account Information a Entry Class Description Company ID j Bank Transit 111111118 PPD REIMBURSE 1234567899 Bank Account 90 746000 CCD TRADE PAY 3339998777 Account Type Checking CCD TRADE PAY 3388877773 Pre Note Status CCDTP TAX PYMNT Approval Date Use this screen to set up your company s paying bank accounts These are the accounts from which withdrawals are made on the ACH file to fund the deposits into the vendor accounts Any number of bank accounts may be used The accounts setup here should include all accounts that you might use when printing A P Checks 03 620 00 Be careful to coordinate changes and deletions with accounts you might use when printing A P Checks All A P Check batches that you wish to direct deposit must have their account amp subaccounts entered here The account number of a company paying account Possible value lookup of all account numbers is available on this field Note that if you are using Solomon s Cash Manager module the Account Name and Account Information fields will be retrieved from entries made in the Cash Account Maintenance screen 20 250 00 after completing both the account and subaccount fields The subaccount of a company paying account Possible value lookup of all subaccount numbers is available on this field The name of this cash account The following fields define the Account Information for
48. nt Information for this vendor The vendor s transit routing number which identifies the bank for this account This is the generally is the pre printed number on the bottom left of the vendor s checks The final digit right most is the check digit The check digit is determined by a formula applied to the preceding digits of the routing number in order to double check the correct entry of these digits An error is given if the check digit is entered incorrectly The vendor s account number This number generally follows the bank transit routing number on the bottom of the vendor s checks The type of the vendor s bank account The options are e Checking includes NOW and share draft accounts A P Direct Deposit EFT Pre Note Status Approval Date A P Direct Deposit EFT e Savings The pre notification status for this account The options are e New Pre Note The bank has not been pre notified e Pending Pre Note A pre notification record has been sent to the bank e Approved Pre Note The bank account information has been verified as correct and approved This will also be the setting if you do not Require PreNotes If you Require PreNotes then whenever the Bank Transit Bank Account or Account Type is entered for a new direct depositor or a change is made to a current direct depositor this field is automatically set to New Pre Note When an ACH file is created with this pre notification record included
49. o including the Header Trailer records This count includes the 1 56 PT P8 9 records as well as any blocking records Format width as specified by Start amp End position values right justtified left padded with 0 s e Record Count w HT total record count in the ACH file w including the Header Trailer records This count includes the 1 5 6 7 8 9 blocking records and the Header and or Trailer record s Format width as specified by Start amp End position values right justtified left padded with 0 s Enter a literal value to go into the Header Trailer record This field is only available if the Data Type is User Entered eg KHO001 00123456 FILEFOR63091 would be valid values Do not include the quotes when entering values Note to enter blanks in a field enter User Entered as the Data Type and leave the Value field empty it will be right padded with blanks to the width specified by the Start 8 End positions Format width as specified by Start amp End position values right padded with blanks A P Direct Deposit EFT Tax Payment Codes DD 280 00 Lf sot a E IE ESE 41 Federal tax deposit Withholding 941 Dep Withold 990T Payment due on a return 990T Pmt Due Rt Use this screen to select which tax payment codes you require If you are not using the Electronic Tax Payment feature then you do not need to access this screen Additional tax payment codes may be
50. once Does not use an intermediary clearinghouse transmit directly to your bank No per check transaction costs Multiple company checking accounts can be maintained Four ACH Entry Classes are currently supported by vendor a PPD Prearranged Payment and Deposit employee expense reimbursement b CCD Cash Concentration and Disbursement corporate payments c CCD corporate payments with additional EDI information d CCD tax payments Electronic Tax Payment supports the National EFTPS program Currently supports 941 940 945 1120 and 990T payments State tax payments are also supported ACH document summarization options are available by vendor one record all batches one record batch one record check one record voucher Three different communications options are available to transmit the ACH file to your bank including built in requiring no additional communications software Built in asynchronous communications has complete setup options for over 440 modems manual setup is also available Introduction e 1 2 e Introduction Built in communications supports 9 communication protocols and automated scripting of logon and transfer Optionally integrates seamlessly with third party or your bank s proprietary communications programs Pre notification and zero dollar entries are automatically sent to your bank at any time now an optional requirement by NACHA rules Pre notification
51. or 2 Enter the echo parameter The options are e On Half duplex e Off Full duplex Enter the method of data parity checking The options are e None e Odd Odd bit parity e Even Even bit parity Enter the Port through which you connect to your modem The options are Coml Com2 Com3 or Com4 A P Direct Deposit EFT Reference e 25 Protocol DTR RTS Modem 26 e Reference Enter the protocol for flow control This is sometimes called the Handshaking protocol between the hardware port and the receive buffer The options are None no handshaking is used Xon Xoff software handshaking is used RTS CTS hardware handshaking is used Both both hardware and software handshaking is used Enter the communications protocol for sending the ACH file The options are Xmodem Checksum Xmodem CRC Xmodem 1K Ymodem Batch Ymodem G Zmodem Kermit Compuserve B ASCII Enter the Data Terminal Ready setting The options are e On Data Terminal Ready line is set to high True upon opening the port and low False when closing the port default e Off Data Terminal Ready line is set to low False at all times Enter the Request to Send setting The options are e On Request to Send line is set to high True upon opening the port and low False when closing the port default If using RTS CTS handshaking flow control you must set RTS to On e Off Request to Send line is set to low False at all times Cli
52. r transmission Check to require A P Direct Deposit EFT to perform prenotification processing If unselected then all prenotification processing will be skipped For an explanation of the pre notification process and whether to Require PreNotes see Appendix A Pre Notification Explained in this manual Check to require A P Direct Deposit EFT to perform zero dollar processing on your tax payment vendor s If unselected then zero dollar processing will be skipped Zero dollar processing is identical to pre notificaton just a different name for the CCD entry class For an explanation of the pre notification and zero dollar process and whether to Require PreNotes see Appendix A Pre Notification Explained in this manual Check ACH Test to set Direct Deposit to the Test mode The purpose of this function is to provide a test ACH file which you can send to the company s bank to verify compliance with the bank requirements and your communications setup When Creating and Sending ACH files DD 500 00 and ACH Test is selected the normal processing is bypassed and a special test ACH file is created and sent to the bank It is very important that your bank is advised when you are sending a test file so that the bank deposit and withdrawal accounts will not be posted Reference e 23 Communications Options Communications Type User s Communications Phone Port Protocol 24 e Reference After your bank confirms this
53. reset commands to your modem restores the modem to the power on default configuration set in ROM or non volatile RAM Dial Prefix string used to send the dial prefix command to your modem sets tone pulse dialing modes Answer string used to send the answer command to your modem instructs to pick up the phone Reference e 27 Connect Busy Select Modem Script 28 e Reference Connect string string to display when connection is made Busy string string to display when a busy signal is detected Click this button to display the Modem Database DD 950 03 Modem Database DD 950 03 Ed Model Hayes Compatible 1200 Baud Modem Hayes Compatible 2400 Baud Modem Modems are displayed by Make amp Model Click on the Make to display their corresponding models on the right To select a modem double click the model or use click the OK button when the model you want is highlighted You will be returned to the Modem Setup DD 950 02 screen and the selected modem s values will overwrite the current values Click this button to create or edit script files for automated communications When you click the Script button the Windows Notepad applet is executed to allow you to create and or edit your script files You will be prompted to save your script files with the SCR extension A P Direct Deposit EFT will not recognize any other file types when processing scripts and to save them in the directory designated on
54. ript to select Once you have logged into your bank s system you are ready to transmit the ACH file Begin the transmission by clicking the Upload ACH button e User s Communications After the ACH file has been created the program you have named in the communications set up area of DD 950 00 A P Direct Deposit Setup will execute and then return to this screen See Appendix B Choosing a Communications Option for more information on user s communications e Built In Write Read Diskette Using the Write option the ACH file will be created and then write it to the diskette drive you specify using the ACH File Name entered in the ACH Setup area of DD 950 00 A P Direct Deposit Setup Using the Read option the ACH file will be read from the drive you specify and transmit it to your bank using Built In Communications Reference e 15 Batches grid Selected Batch Number Batch Date Date Deposited Batch Total Status Select Undeposited Deposit Options Group 16 e Reference The following messages and prompts appear according to options selected in DD 950 00 A P Direct Deposit Setup This grid will display all A P Check batches which are unposted status U in the current and previous A P period This column allows the user to select A P Check batches for processing The options are e Yes select this batch for processing e No do not select this batch for processing This is the batch number as
55. s Corporation 0333333330000014 820000000700888888880000000215500000000215501521234567 333333330000004 5200Progress Corpora 1521234567PPDA P DIR DP960813960813 333333330000005 62811111111811111111111111111000000000011111111 Progress Corporation 0111111110000015 62822222222622222222222222222000000000022222222 Progress Corporation 0222222220000016 820000000200333333330000000000000000000000001521234567 333333330000005 9000005000003000000190333333330000000141652000000141652 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999 9999999999999999 999 9999999999 999999999 9999999 999 999 999 9999999999999 999 999999 99 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 9999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999999 6 e Appendices A P Direct Deposit EFT A P Direct Deposit EFT Appendix D Sample Script This script can be run from Bank Comm
56. s you normally would using any of the payment selection options It is important that each direct deposit payment selection batch has ONLY those vendors who you have set up for Direct Deposit and have an Approved pre notification status the opposite is true when you are printing checks the payment selection vouchers must only be from vendors who are not direct depositors or who are not yet fully Approved This batch MUST ONLY contain those vouchers for Pre note Approved vendors or else A P Direct Deposit will produce errors when creating the ACH file Electronic Tax Payments Enter your tax payments as regular vouchers 03 010 00 using your financial agent as the vendor When doing data A P Direct Deposit EFT User Guide e 1 2 e User Guide entry enter the vendor id first you will get a message saying that the tax payment type should be entered in the invoice number field Once the vendor ID has been entered the invoice number field has a PV list of possible tax payment types the tax payment short description must be entered in the invoice number field as allowed by the PV list The invoice date is used to indicate the tax period for this payment Only the month and year are important they are validated against the Tax Payment Code screen tax periods Only one tax payment type is allowed per voucher To facilitate the above rule you should use the Payment Selection Filter DD 520 00 process to remove vouchers
57. signed to these A P Checks when the checks were printed 03 620 00 This is the date assigned to this batch when the checks were printed 03 620 00 This is the last date when this batch was direct deposited of course batches will normally only be sent once It is recorded when a direct deposit batch is sent to the bank and is Kept If this date is blank then this batch has yet to be sent to the bank This is the batch control total This is the batch status either Unposted or Posted Clicking this button will set the Selected column to Yes for all batches which are yet undeposited the Date Deposited field is blank By selecting one of these options the user can control what types of transactions are created in the ACH file If you Require PreNotes and no batches are selected then the only option available to the user is Pre notes only If the user is currently processing a Test ACH file then none of these options are available e Selected batches amp pre notes all batches marked as selected and any pre note accounts will be combined into one ACH file The selected batches are placed in one batch in the ACH file and the pre notes are placed in another If you do not Require PreNotes then this option is not available e Selected batches only all batches marked as selected will be combined into one ACH file If you do Require PreNotes then this is the only available option A P Direct Deposit EFT Posted
58. ssesoesossessesossossessossesosssossesos 34 Company Paying Account Report DD 620 00 e essessessesessoesessossessessoesesoesessossesoossesoessessesoessesossesosssesose 35 Appendices 1 Appendix A Pre Notification Explained oomocmsssmsmsssss 1 Appendix B Choosing a Communications Option ccsccsscscscssssessssscsscesssssssssscssscsecssessesescsssesessesees 3 Built in Communications scirent e E EERE aa EEE siesta cesevenneesivevesosseustenterseoseese 3 User s COMMUNICATIONS cr a E E E ET stare E EEEE 3 Built In Write Read Diskette mirerien tienes ssns reese anes eras ENRE NE Eos TENENS Eroe 3 Appendix C ACH File Format sccscssssssssssssssscsscsssssssscsssnessssnessesssessssnescessssnessessssssssensssessesssssneseeees 4 Appendix D Sample Script cscscsssssssssssscessssssssssssssescssenessessessnssnessesessnessssncssessessossnessessessessessessosees 7 Appendix E Tax Payments Explained EFTPS scscsssssssssssscssssssssssscssssssscesssssesesescessssessnseseseeees 8 A P Direct Deposit EFT Contents e iii Introduction Features The A P Direct Deposit EFT Module provides electronic funds transfer of your Solomon IV vendors checks directly to the vendor s bank account With the A P Direct Deposit EFT Module A P Direct Deposit EFT A standard NACHA National Automated Clearing House Association file format is created Vendor banking information is set up
59. te this path file If you need to copy or rename the ACH file before sending to the bank you may want to use a batch file for this purpose Click this button to enter the Phone Port Protocol DD 950 01 screen to setup data for the bank s phone number your computer port setup and the ACH file transfer protocol A P Direct Deposit EFT Phone Number Baud Rate Data Bits Stop Bits Echo Parity Port Flow Control Phone Port Protocol Setup DD 950 01 Ox Phone Number Protocol A Xmodem Checksum Baud Rate Bi C Xmodem CRC c30 1200 C2400 C4800 C9600 a Xmodem 1K 19200 C 38400 57600 115200 230400 RE Ymodem G Data Bits StopBits Echo C Zmodem C7 cs cr ca COn off pines T Parity Comm Port Flow Control C Compuserve B None C Coml None C ASCII o 2 fi DTR RTS C Ddd Com temic M E On of C Com3 C RTS CTS Enter the phone number to be dialed to reach the bank You may enter special modifiers in the phone number Modifier Function P Dial with pulse modulation instead of touch tone W Wait for dial tone comma Pause for two seconds semi colon Return to command mode after dialing Hook flash Enter the Baud rates for sending the ACH file The options are 300 1200 2400 4800 9600 19200 38400 57600 115200 230400 Enter the data bit parameter The options are 7 or 8 Enter the stop bit parameter The options are 1
60. test file as correct this procedure is not used again unless you change banks communication software etc This test does not apply to any prenote sent to the bank for individual vendors After you have successfully tested the ACH file format deselect ACH Test for nornal processing The following fields and buttons define the requirements of your communications setup Refer to the manual provided by the manufacturer to determine the hardware related information to be entered here This information must be accurate for the ACH file transmission to work properly Before selecting a Communications Type option see Appendix B Choosing a Communications Option The options are e Built in Communications Create the ACH file and send it to the bank using A P Direct Deposit EFT s built in communications software No other communications software is required e User s Communications Create the ACH file and send it to the bank using external communications software To use this option you must have installed a separate communications program on your system e Built in Write Read diskette Create the ACH file on a diskette or read an ACH file already written to a diskette and send it to the bank using Built in Communications If you have selected Communications Type User s Communications you must enter the name of the program batch file etc which will execute the external communications software Use the Browse button to easily loca
61. thin the Header or Trailer record This screen allows you to format the information which goes in both of these records Enter the record type The options are Header 1 This designates this field value as part of the Header 1 record Header 2 This designates this field value as part of the Header 2 record Header 3 This designates this field value as part of the Header 3 record Header 4 This designates this field value as part of the Header 4 record Trailer 1 This designates this field value as part of the Trailer 1 record Trailer 2 This designates this field value as part of the Trailer 2 record Trailer 3 This designates this field value as part of the Trailer 3 record Trailer 4 This designates this field value as part of the Trailer 4 record Enter the starting column position for this field in the record Starting positions less than 10 should be entered as 01 09 for correct ordering within the file Reference e 9 End Position Description Data Type Value 10 e Reference Enter the ending column position for this field in the record Ending positions less than 10 should be entered as 01 09 for correct ordering within the file The End position should be greater than or equal to the Start position Enter a description of this field value in the record Enter the type of data to go in this field position The current options are e User Entered the user may enter any literal value whatever is entered in the
62. this company paying account The company paying account s transit routing number which identifies the bank for this account The final digit right most is the check digit The check digit is determined by a formula applied to the preceding digits of the routing number in order to double check the correct entry of these digits An error is given if the check digit is entered incorrectly A P Direct Deposit EFT Bank Account Account Type Pre Note Status Approval Date PPD CCD A P Direct Deposit EFT The company paying account s bank account number The type of the company paying account e Checking includes NOW and share draft accounts e Savings The pre notification status for this account The options are e New Pre Note The bank has not been pre notified e Pending Pre Note A pre notification record has been sent to the bank e Approved Pre Note The bank account information has been verified as correct and approved This will also be the setting if you do not Require PreNotes If you Require PreNotes then whenever the Bank Transit Bank Account or Account Type is entered for a new company paying account or a change is made to a current company paying account this field is automatically set to New Pre Note When an ACH file is created with this pre notification record included and the transmission to the bank is Kept then this field is automatically set to Pending Pre Note You sho
63. ts This file will be written to the Path specified in the next field If you are likely to create ACH files from multiple databases you should distinguish them by using different ACH file names or be sure to write them to different sub directories Enter a path for the ACH and script files This is the path where the ACH files will be written You may wish to create a separate directory where you can control user rights etc for security reasons Also all script files they may contain confidential passwords are saved and read from this directory Use the Browse button to easily locate available directories on your system Enter the default option for summarizing records in the ACH file when adding new direct depositor vendors Each vendor may override this default The options are e One Record All Batches all checks for all selected batches will be accumulated into one ACH record e One Record Batch checks will be accumulated by batch for this vendor and there will be one record for each batch selected e One Record Check each check in each selected batch will result in one ACH record e One Record Voucher each voucher in each selected batch will result in one ACH record This last option is required for a CCD Entry Class entry Enter the default entry class to be used when adding new direct deposit vendors Each vendor may override this default The options are e Prearranged Payment and Deposit PPD used for employee
64. u should send what is called a zero dollar entry This is the same as a pre notification transaction but used with the CCD entry class By sending the zero dollar entry and having it approved you reduce your liability for failure to make your payment due to a routing account number entry Tax payments via ACH credit must be transmitted to your financial institution at least one day prior to the tax due date It is also important to verify your bank s daily ACH processing deadline A P Direct Deposit EFT Note information listed above is from NACHA s 1997 ACH Rules A P Direct Deposit EFT Appendices e 9
65. uld be 2 Also called File Sequence Number The Batch hash total is the sum of the Receiving DFI Identification pos 4 11 in the 6 records in the batch The File hash total is the sum of the Receiving DFI Identification pos 4 11 in the 6 records in the file For CCD Entries Payment Related Information is a segment of the ANSI X12 820 transaction set The segment and the version revision used must be agreed upon between the trading partners Generally the remittance data segment is used For CCD Tax Payment Entries the format is as follows TXP TXPO1 TXP02 TXP03 TXP04 TXP05 TXP06 TXPO7 TXP08 TXP09 TXP10 where TXP01 Tax ID Number 01 950 00 EIN for Federal Tax Payments DD 280 00 ID Number for State Tax Payments 03 010 00 from the vouchers invoice field 03 010 00 from the vouchers invoice date field TXP02 Tax Pmt Type Code TXP03 Date Appendices e 5 TXP04 Tax Info ID DD 280 00 sub category or same as TXP02 TXP05 Tax Amount 03 010 00 amount of the voucher TXP06 TXP10 Used for multiple subcategories not used Sample ACH File 101 012345678152123456796081318491094101MEGA NATIONAL BANK PROGRESS CORPORATION 5200Progress Corpora 1521234567PPDEXPENSE RI960813960813 1333333330000001 622111111118111111111111111110000020000V00101 Verlyn Adimson CPA 0333333330000001 622111111118222222222222222220000021054V00102 Don Cannon 0333333330000002 622222222226333333333333333330000015
66. uld then enter an Approved Pre Note status when the company paying account s account information has been verified and approved Only approved bank account information will be used to transmit payment amounts in the ACH file For an explanation of the pre notification process and how this field should be maintained see Appendix A Pre Notification Explained in this manual The date after which a pending pre note becomes approved Pre noted entries require a waiting period of 6 banking days When a company paying account is first pre noted A P Direct Deposit EFT calculates the 6th banking day after the pre note entry was sent to the bank Weekends and dates entered in Bank Holidays DD 290 00 are skipped in making this calculation On the 6th day and beyond a pending pre note is available for processing and will be set to approved during the next ACH Create and Send process The following fields define the Entry Class Descriptions and Company IDs which will be used in the ACH file This descriptions are what will appear on your vendor s statements for all checks written against this paying account The Company Ids are used in the Batch Header records These Company Ids default from the entry in APDD Setup DD 950 00 but may be overridden here The Entry Class Description and Company ID for all PPD entries for this company paying account The Entry Class Description and Company ID for all CCD entries for this company paying account
67. umber sequence by the checking account subaccount combination To keep these sequences separate you can create two different subaccounts for the same checking account and therefore the numbering sequences and Solomon s default next check number when printing reports will be kept separate You might use one segment of your subaccount to note the difference Reports selecting Direct Deposit Vendors When you run a Vendor Detail or Summary report you can select those vendors who have been designated as direct depositors In the Sort Select screen of these reports use the Vendor DirectDeposit field to filter the report This field contains the Pre Note status for each vendor If blank then this vendor has not been designated as a direct depositor If not blank then N indicates a new pre note zero dollar P is pending pre note zero dollar and A is approved Pre Note status and available for direct deposit Reports Check Preview 03 610 You may want to add a new field to this report to show whether a vendor is a direct depositor or not As described above use the field Vendor DirectDeposit see above for the values and their meaning Create and Send DD 500 00 If a batch does not appear in the grid it is possible that it has been posted to your GL Only Unposted A P Check batches will appear in the grid available to be sent to the bank If this occurs you need to temporarily change the batch status to Unposte
68. unication with your bank The setup areas are included in A P Direct Deposit Setup DD 950 00 ACH File Setup Consult with your bank to determine the correct information and format for Immediate Destination Origin and Company ID Different banks may require this information to be formatted slightly differently Determine if your bank requires a carriage return line feed pair to end each ACH record and whether they need to have the file block filled Determine if you Require PreNotes Communications Setup If using the Built in communications option then go to the Phone Port Protocol screen to enter the phone number correct communication parameters and the file transfer protocol that your bank requires A P Direct Deposit EFT Electronic Data Interchange a standard for exchanging business information electronically A P Direct Deposit EFT e Modem Setup Select the modem you will be using from the modem database and or configure your modem by entering the specific communication strings e Script Setup Communication scripts allow you to program the communication session with your bank You may enter a series of commands which will automate the process of dialing the bank logging on sending a password accessing the correct function transmitting the ACH file and then logging off If you intend to use this feature it is best to manually perform an ACH file transmission while taking notes of the prompts from t
69. unications DD 510 00 the comm port and settings will already have been set by the program The first line is a comment note the colon This is a script to upload a file TIMEOUT 30 ON_TIMEOUT_GOTO TIMEOUT DIAL 1 800 999 9999 10 WAITFOR User ID SEND upld M WAITFOR correct SEND y WAITFOR Your Password SEND 6666664M WAITFOR Press Any Key SEND 4M WAITFOR 2 3 4 or SEND 4 WAITFOR to exit SEND U WAITFOR help SEND Z WAITFOR lt CR gt to exit SEND 4M WAITFOR 2 3 4 or SEND D WAITFOR file name ext SEND Sample Txt PROTOCOL ZMODEM UPLOAD C sol4 apdd sample txt WAITFOR 2 3 4 or SEND 1 WAITFOR YN or SEND Y HANGUP TIMEOUT END Appendices e 7 8 Appendices Appendix E Tax Payments Explained EFTPS The Electronic Federal Tax Payment System EFTPS has been put into place to allow require businesses to make their tax deposits electronically IRS regulations require businesses who paid at least 50 000 in payroll taxes during 1995 approximately 1 2 million businesses to pay all federal taxes electronically through EFTPS These taxpayers affected are required to enroll by July 1 1997 In future years the requirements become more stringent Contact the IRS to determine when your business might need to come into compliance The ACH Credit payment method is used in this software With ACH Credit the ta
70. xpayer by contacting their financial institution initiates their electronic tax payment The taxpayer transmits their federal tax payments to one of two designated financial agents First Chicago is used if the taxpayer makes their deposits at a financial institution in one of the following states northern US AK CA CO CT DE HL JA ID IN IL KS MA ME MI MN MO MT ND NE NH NJ NY OR RI SD UT VT WA WI WY Nationsbank is used if the taxpayer makes their deposits at a financial institution in one of the following states southern US AR AL AZ DC FL GA KY LA MD MS NC NM NV OH OK PA SC TN TX VA WV First Chicago Nationsbank Transit Routing Number 071036210 061036000 Account Number 04236036 23401009 Taxpayer Enrollment Helpline 800 945 8400 800 555 4477 Note that for State Tax Payments your state will instruct you as to what financial institution shall receive the tax payment You need to set up a vendor in Solomon for your designated financial agent In A P Direct Deposit EFT you will add that vendor as a direct depositor and enter them with the entry class of Tax Payment CCD This will be the only vendor you will set up with this entry class Your tax payments will be vouchered against this vendor and then processed through A P Direct Deposit EFT just like any other voucher See Tax Payment Codes DD 280 00 for further explanation Before you send your first live tax payment yo

A/P Direct Deposit (EFT)

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