AUTOMATED CLEARING HOUSE (ACH) USER GUIDE FOR BUSINESS ONLINE

Transcription

1 AUTOMATED CLEARING HOUSE (ACH) USER GUIDE FOR BUSINESS ONLINE Table of Contents Managing Payees... 2 Importing an ACH File... 3 Editing a Payee s Details... 5 Sending a Prenote... 6 Deleting a Payee... 6 Submitting the ACH File... 7 Viewing Pending Transactions... 9 Viewing Transaction History EFTPS Tax Payments... 12

2 MANAGING PAYEES Payees are the individuals to whom payments are made. Before you can issue the file, you need to add payees. You can add payees in one of two ways manually add a recipient or import a list of payees. Click the appropriate ACH App. Click Manage Payees. Click Add Payee. Provide the payee s contact details and the following payment details. Category The category to which this payroll payee belongs, for example weekly payroll or monthly payroll. ABA Routing Number The routing number of the payroll payee s bank. Account Number The account to which payment will be made. Account Type The type of account the payee has, for example, checking or savings. Usual Amount The amount to be paid to the payroll payee. Send Prenote Select this option to send a prenote that tests the validity of the payroll payee s bank account number and ABA routing number. Click Save to complete the process. Note the asterisk (*) next to the required fields. If you have a large list of recipients, you can import the list of recipients into the database. The import file needs to contain the correct recipient s routing information, either as an ACH formatted file, or as a commadelimited (CSV) file. 2

3 IMPORTING AN ACH FILE Click the Appropriate ACH App. Click Manage Payees. Click Import Payee. Import Type Select whether a file is to be imported or the contents of the file will be pasted. *Upload a File. File The location of the file to be imported. File Type The type of file to be imported ACH or comma-delimited. *ACH File ( 6 records, Load Transaction detail records.) Category The category to which the payees in the list belong, for example weekly payroll or monthly payroll. Payee Import Mode The import mode determines how the data is to be imported into the payroll database. Amend The entries in the import file are added to the payroll database as long as those entries are not duplicates. Append The entries in the import file are added to the payroll database without checking for duplication. *Replace replaces a current category of payroll database recipients with the recipients found in the import file. When you are finished, click Import File. On the Confirm Import Payees screen, click Confirm. The payees are imported on the Manage Payees/Payers screen. Example of file with two additional accounts: "John Doe", , ,1,55.00,"1234 Here St.","Austin",TX,78701, johndoe@somewhere.com,john Nickname,Austin 78701, , ,0,100.00, , ,1,200.00, , ,0 3

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5 EDITING A PAYEE S DETAILS The edit payee function can be used to update payee s information. It can also be used to add additional accounts and routing numbers for split deposits. Click on the Appropriate ACH App. Click Manage Payees/Payers. Enter the Payee s name in the search box, and then click the Name Link of the payee to edit. Update the details for the payee as required. Click on Add to enter additional Account information for a split deposit. Click on Delete to delete additional account information for split deposit. Click the Save button. 5

6 SENDING A PRENOTE Click on the Appropriate ACH App. Click Manage Payees/Payers. Select the check box of the payee to whom a prenote must be sent, and click Send Prenote. Click Confirm to send the prenote. Prenotes are not required by the Bank. However, if a prenote is sent, the originator has to wait six banking days before transmitting the live entries following the prenote entry. DELETING A PAYEE Click on the Appropriate ACH App. Click Manage Payees/Payers. Enter the Payee s name in the search box; select the check box of the payee to delete. Click Delete to confirm the removal of the payroll payee. 6

7 SUBMITTING THE ACH FILE After you have configured the payees/payers and amount to be paid, you can submit the file. Click on the Appropriate ACH button. Specify the ACH-related details (note the asterisk (*) next to the required fields): From The company or subsidiary that the payment is made from. From Account The account from which payment is made. Send Date The date that the Financial Institution begins to process the payroll items. Effective Date The date that recipients receive their individual payroll credits. 1-Day/2-Day Determines whether the effective date of payment is one or two days after the requested send date. *1-Day (2-Day is not available.) Frequency The frequency of the payroll. *One Time is recommended. Category The relevant payee category. Select the check boxes of the payroll payees to be paid, ensure their payment amounts are correct, and click Submit. From the confirmation screen Click Send OTP to issue the file. Enter the OTP. Click Confirm to issue the file. You are informed that your payroll transactions have been submitted and are presented with the relevant reference numbers. One Time PIN (aka OTP) is one way that the system can verify approval authority to proceed in a transaction that has been setup. 7

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9 VIEWING PENDING TRANSACTIONS After you have executed the file, you can view pending transactions. Click on the Appropriate ACH App. Click Pending Transactions. Click on Batch to view or cancel the items within the batch. Click on the Transaction number to pull up the tranastion detail, from here you are able to cancel individual transaction by clicking on Cancel Transaction. Click on Cancel to cancel the entire batch. From the Confirmation Page click Cancel Batch Transaction to confirm. 9

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11 VIEWING TRANSACTION HISTORY Business Online enables you to view a history of the previous payrolls you have run. On the Business Online, click Business Apps. Click the ACH type. Click Transaction Activity. Click on Activity Filter and provide the relevant search criteria then hit search or cancel: Username The business user who captured the transaction. This option is only available to a supervisor. Type The type of payment to search for. This is auto-filled to be Payroll. Transaction Date The date of the transactions to include in the search results. The options include today, yesterday, or a specific date range. Payee The payees to be included in the search results. Memo The memo (if applicable) to include as part of the search criteria. From Account The account from which the payroll was issued. Include Pending Transactions This option enables pending transactions to be displayed in the search results. Include Failed Transactions This option enables failed transactions to be displayed in the search results. When the Search Result is displayed, click on the +/ to see less or more information for each batch. You can print the list of transactions by clicking Print. To export the transactions to a file, select the appropriate Export Format and click Export. 11

12 EFTPS TAX PAYMENTS The first step in configuring EFTPS tax payments is to register Tax IDs. Tax IDs are associated with the regions where you pay taxes. Tax Forms and IDs can be registered for your main company or a subsidiary. To register (set up) a Tax ID: Click the EFTPS Tax Payments button. Click the Setup Tax ID tab. Select the Company or Subsidiary in the Company drop-down. Select the Tax Region from the drop-down. Enter the Tax ID in the Tax ID box. Click the Register button to complete the process. To deregister (delete) a Tax ID: Click the EFTPS Tax Payments button. Click the Setup Tax ID tab. Select the Company or Subsidiary in the Company drop-down. Select the checkbox of the Tax ID to be deleted. Click the Delete button to deregister the Tax ID. After you have set up a Tax ID and a Tax Form, you can make EFTPS tax payments. 12

13 To create an EFTPS Tax Payment: Click the EFTPS Tax Payments button. Enter the relevant tax payment details: Account ID The account used to make the tax payment. Company The company or subsidiary paying the tax. Tax Form The tax form to be processed. The forms listed will be the forms for which the company or subsidiary has registered Tax IDs. Tax Amount Depending on the Tax form chosen, various labels and amount fields are displayed. Based on the form selected, enter one or more amounts. Total Amount ($) The total amount, calculated as the sum of the separate amounts entered. Tax Period Ending The tax period that the payment applies to. Send Date The date to send the payment. Effective Date The date the tax payment is received by the tax authority. Click Submit. Click Confirm. How do I view, edit, and/or cancel EFTPS Tax Payments transactions? Pending, future-dated, or recurring EFTPS Tax Payments transactions can be accessed from the Pending Transactions page. 13

14 Transactions can be edited at the individual transaction level. Batches/transactions that can be edited will have an EDIT link to the right of the Account. To edit a scheduled transaction: Locate the batch and click the Edit link. Edit the transaction details. Click the Save button. Click the Confirm button. Transactions that can be cancelled will have a CANCEL link to the right of the account. Cancelling a recurring transaction will cancel all future occurrences. There are two ways to cancel a pending or scheduled transaction: Locate the transaction and click the Cancel link on the Pending Transactions page. Click the Cancel Transaction button to cancel and confirm. Or another way to cancel a pending or scheduled transaction: Locate the transaction on the Pending Transactions page. Click the Transaction Number from the Tran # column to the left. Click the Cancel Transaction button to cancel the transaction and confirm. 14

15 How do I manage Child Support Orders? The Manage Child Support Orders page allows several options for managing Child Support Payments Payees. On the Business Online, click Business Apps. Click the Child Support Payments button. Click on Manage Orders To edit an order: Click the Case ID. Edit the Child Support Order details and click the Save button. To send a *Prenote: Select the checkbox of the Case ID and click the Send Prenote button. Click the Confirm button. Prenotes are not required by the Bank. However, if a prenote is sent, the originator has to wait six banking days before transmitting the live entries following the prenote entry. To delete an order: Select the checkbox of the Case ID and click the Delete button. Click Delete again to confirm. To add a new order: Click Add Order. The Add Child Support Order page is displayed. Enter the required fields: Case ID, Order Nickname, Non-Custodial Parent First and Last Name, ABA Routing Number, and Account Number. Enter any applicable additional fields. Select the radio button for the valid Account Type. Enter the Usual Amount in U.S. dollars. Click the Save button. 15

16 How do I make a Child Support Payment in Business Online Banking? Select a From company or subsidiary from the drop-down. Select a From Account from the list of accounts for which you have withdrawal permissions. Enter the Send Date or Next Send Date (available when Frequency is set to anything other than One Time). Enter the Effective Date or Next Effective Date (available when Frequency is set to anything other than One Time). Select the relevant radio button to set the effective payment date to 1 day after the requested send date. Select one of the following from the Frequency drop-down: One Time Only once on the specified Child Support Payments Date. Daily Every business day. Every Week Every week, or every seven days, beginning on the specified Child Support Payments Date. Every Two Weeks Every other week, or every 14 days, beginning on the specified Child Support Payments Date. Every Month Same day every month beginning on the Child Support Payments Date. Every Last Day of the Month Last calendar day of each month. Every Two Months Same calendar day of every other month. Every Three Months Same calendar day of every third month. Every Six Months Same calendar day of every sixth month. Every 12 Months Same calendar day of every 12th month. If you have scheduled your Child Support Payments with a frequency other than One Time, the following payment options become available: End Date Occurs until the selected date. Fixed Number Occurs for a selected number of payments. Unlimited Number Occurs until the payment is manually cancelled. Select one or more Payees checkboxes. 16

17 Select the Category from the drop-down. Enter the Total Amount for each Payee. Click the Submit button. Click the Confirm button from the confirmation screen. 17

18 How do I view, edit and/or cancel a Child Support Payments transaction? Pending, future-dated or recurring Child Support Payments transactions can be accessed from the Pending Transactions page. To edit a scheduled transaction: Locate the batch and click the Edit link. Edit the transaction details. Click the Submit button. Click the Confirm button. To cancel a transaction there are 2 options: Option 1: 1. Locate the transaction and click the Cancel link on the Pending Transactions page. 2. Click the Cancel Transaction button to cancel the transaction. Option 2: 1. Locate the transaction batch and click on the Transaction # link on the Pending Transactions page. 2. Click the Cancel Transaction button to cancel the transaction and confirm. 18