ACH - NACHA File

The function ACH-NACHA File is used to create a NACHA formatted file with customer payments to upload to your bank or third party processor.

Create a NACHA File for ACH Upload

1. Select Activities>ACH-Nacha File.
2. Enter the Statement Date. The program will generate payments for all outstanding balances through this date.
3. Enter the deposit date in the Effective Date field.
4. Enter the Description that will appear on the customer’s bank statement in the Company Entry Desc field. This field is limited to ten characters. If you are using Kotapay, enter BILLING in this field.
5. Enter a description for the payment in the Memo field. This description will print on the customer’s A/R Statement.
6. Select the Checking Account the deposit should post to.
7. Select the appropriate Billing Group from the drop-down list. Payments will be generated for customers which have the selected draft group on the Customer tab in Company Contacts.
8. Select the appropriate Invoice Payment Item from the drop-down list. The system will use this item to post payment entries.
9. Enter the desired Output Filename or click on the Browse button to browse to the desired folder. The file must be a .txt file.
10. Select the Summarize Net Deposit option, if desired.
    

    Note: Select this if the Checking Account is to be debited with one total amount for all payments made at this time. In this case, each payment transaction will be created with a Credit to the appropriate A/R account and Debit to the Net Deposit Offset Account entered below. An additional transaction will be created with a Debit to the Checking Account and a Credit to the A/R account for the total amount of the ACH. If this option is not selected, individual transactions will be created for each customer with a Debit to the Checking Account and a Credit to the appropriate A/R account.

11. Select the appropriate Net Deposit Offset Account from the drop-down list. This field is only visible if Summarize Net Deposit is selected.
12. Select the Suppress bank entry box if uploading the NACHA file directly to a private bank.
13. Click OK.

ACH/Accounts Receivable Dialog Window

A list of the balances due as of the entered statement date or Max Draft Amount for all customers in the selected Payment Group with Checking or Savings accounts set up on the Banking tab and selected in the Draft Bank or Credit Card field on the Customer tab in Setup>Contacts will appear.

Generate the Payment File

1. Right-click on the list and click Select All to select all items in the list.
   

   Note: If the full balance due is not the amount to be paid, override the suggested amount by typing the desired number in the Amount field. Click Save if amounts have been edited but the ACH transaction is not ready to be processed yet. Click Cancel to close the window without processing the ACH transaction. (Any editing that has been saved will be remembered the next time the window is opened.)

2. Click OK to create file for upload.
   

   Note: When OK is selected the following dialog will open.

   
   
   
   
3. To see if the file was actually created successfully, look at the file in the path selected using Windows Explorer. Once you are comfortable with the process you will most likely just assume that the file was created successfully; however, this step is included to always provide you with the opportunity to check if desired.
4. Click Yes to generate the posting of the payments. Click NO if payment information is incorrect and file needs to be recreated.

Upload the file to your bank or third party ACH provider.