The ACH profile allows you to view and change the Automated Clearing House settings for the database and is an integral part of the Installment Billing/Auto-Debit process.
See Also: Topic Doc - Installment Billing, ACH, and Auto-Debit
Making changes to a profile is an Audited Event. Additionally, Linking, Removing, Purging, and Cloning profiles are also Audited Events.
See Also: Topic Doc - RecTrac Profile Assignments Screen, Hierarchy Guide, and Profile Listing.
The following documents provide ACH Format examples:
Click Here for ACH File Hash Total Troubleshooting
Core Information
File ID/Origin (SAProfileDetails_FileIDOrigin)
Enter the 9-digit File ID/Origin number in this field. Typically this is a 9-digit number with '1' inserted as first character unless notified by a US Bank that the first number will be different.
This is NACHA mandatory field, and your bank should be able provide you with this number.
Some banks refer to this as the Immediate Origin field.
DeleteDestination Bank Name (SAProfileDetails_DestnBankName)
Enter the name of the destination bank. This is NOT the name of YOUR bank. Rather it is the name of the bank that serves as the final destination for ACH funds transferred from your bank.
Enter a bank name in this field only if using the auto-debit payment feature in RecTrac AND if your bank sends the transferred funds on to another bank.
If your bank does not transfer ACH Funds to a third bank, leave this field blank.
DeleteBank Account Number (SAProfileDetails_BankAccountNumber)
Enter the account number for your organization's bank in this field. This is bank account into which credits will be posted.
DeleteOriginating DFI ID Trace (SAProfileDetails_OriginatingDFIIDTrace)
Enter the Originating Depository Financial Institution (ODFI) ID/Trace number in this field. Your bank should provide you with this number.
DeleteAlt Bank R/T Number (SAProfileDetails_AltBankRTNumber)
Enter an alternate 9-digit routing number in this field, if desired. The number entered in this field can be used as the 6C (credit) line of the ACH file that is created.
THEN
Select the Use Alternate Bank Routing Number for '6C' Record option to have the number in this field used.
Leave this field blank (and the option de-selected) to use the number in the File ID/Origin field as the '6C' entry.
DeleteCompanyID (SAProfileDetails_CompanyID)
Enter your Company ID number in this field. Your bank should provide you with this information.
DeleteAlt ACH Organization Name (SAProfileDetails_AltACHOrganizationName)
Enter an alternate ACH Organization Name in this field, if desired. The name you enter here will be used on the ACH File that is created.
OR
Leave this field blank to use your Organization Name on the ACH File. If you leave this field blank, the system will pull your Organization Name from the Organization Name field of your Static Parameters profile.
Credit Account Type (SAProfileDetails_CreditAccountType)
Accept the default (Checking) or expand the Drop-down list and select the type of account into which your ACH funds will be/are being deposited (i.e "credited"). This is the Account Type for the Account Number you entered previously.
- Checking
- Savings
ACH file layout varies depending on Account Type.
DeleteUse Alternate Bank Routing Number for '6C' Record (SAProfileDetails_UseAltBankRTNumberfor6CRecord)
Select this option if you wish to use the number in the Alt Bank R/T Number field as the value for 6C records on your ACH File in lieu of the number in the File ID/Origin field. (Ensure you have a valid 9-digit routing number in the Alt Bank R/T Number field !)
De-select this option to use the number in the File ID/Origin field as your value for 6C records.
Note: 6C are 'Credit' records; 6D are 'Debit' records.
'5' Record Position 76-78 (SAProfileDetails_5RecordPosition76-78)
Accpet the default (Spaces) or expand the Drop-down list and select your '5' record position for fields 76-78:
- Spaces
- Zeroes
Blank Positions 87-94 in '1' Record (SAProfileDetails_BlankPositions87-94in1Record)
Select this option to make positions 87 through 94 in the ?1? record blank
De-select this option to have the ACH date entered in these positions.
Delete'1' Record Position 34 (SAProfileDetails_1RecordPosition34)
Accept the default (A) or expand the Drop-down list and select the character for the '1' record position in field 34:
- A
- 1
Override Routing Number Standards (Canada, ER Deduct) (SAProfileDetails_OverrideRoutingNumberStandards)
Select this option to override the system standard that forces routing numbers to be 9 digits.
Note: This option should be selected for organizations within Canada.
Output File Type (SAProfileDetails_OutputFileType)
Accpet the default (ASCII) or expand the Drop-down list and select the output type for your ACH File:
- ASCII
- Binary
Add Fill Lines to Complete Block (SAProfileDetails_AddFillLinestoCompleteBlock)
Select this option to fill the end of the file with 9?s to make the number of line items on your ACH File equal to the block count.
When selected, the program will add lines to the end of a block with the "9" character repeated 94 times to fill it. The system will add as many lines (1-9) as needed. A "block" is defined as 950 characters, in other words, 10 lines @ 94 chars.
The number of 9999999...9999999 lines the system adds depends on how many lines the file has. The goal is to bring the total number of lines to the nearest multiple of 10.
Examples:
- If file has 63 records, seven 9999999...9999999 lines will be added, to bring total lines to 70.
- If file has 136 records, four 9999999...9999999 lines will be added, to bring total lines to 140.
- If file has 410 records, zero 9999999...9999999 lines will be added, since the total lines is already divisible by 10.
Leave this option de-selected to have the file end when it does. No additional lines will be added.
Note: This option should NOT be selected if you are using the Canadian 80-character Record Length option, as the system will add 94-character records.
Record Length (SAProfileDetails_RecordLength)
Accept the default (94) or expand the Drop-down list and select the maximum record length for lines in your ACH File:
- 94 (standard US)
- 80 (standard Canadian)
Note: If opting to use 80: some of the fields could not be automated since the values are customer-specific. In this case, those positions have been left blank for the customer to input according to the Canadian standard. In addition, Julian dates were added in place of calendar dates according to Canadian bank requirements. Lastly there is a file count created in the ach file that goes up incrementally with each month?s created ACH. This also is in response to Canadian bank needs.
Also, if the Record Length field is set to 80 (Canada) then the IBLayout will define the 6D record positions 4-12 as <p-instbranch> instead of <p-routeno>. The resulting output is a 9-character string (4 character Inst ID + 5 character Branch Transit Number), instead of the US model of an 8-character routing number and a 1 char check digit.
ACH File Header (SAProfileDetails_ACHFileHeader)
Enter the text in this field that wish to use for your ACH File header/title.
This field will accept up to 100 alpha-numeric characters.
DeleteACH File (SAProfileDetails_ACHFile)
Enter the path and name of the ACH File that will be created by running the Installment Billing process. This is the ACH File that gets sent to your bank. The file location can be local to your workstation or to an accessible network directory.
For Example: c:\vsi\temp\ACH-v3.txt
DeleteACH Pay Code (SAProfileDetails_ACHPayCode)
Click the Picklist icon and select the Check Payment Code type(s) that you wish to use for auto-debits to patron checking/savings bank accounts. When you run billing, auto-debits from a patron's bank account will be recorded in RecTrac under this Payment Code.
Payment Codes are maintained in Payment Code Management.
DeleteCredit Card Pay Code List (SAProfileDetails_CreditCardPayCodeList)
Click the Picklist icon and select the Credit Card Payment Code type(s) that you wish to use for auto-debits to patron credit cards. When you run billing, a charge will be placed on the customer's credit card and the corresponding payment to you will be recorded under the Payment Code you use for that credit card brand.
Payment Codes are maintained in Payment Code Management.
DeletePay Cash Drawer (SAProfileDetails_PayCashDrawer)
Enter the drawer number that you want to link to your billing run. When you run Installment billing/Auto-Debit, any payments made to you (via Debit Checking/Savings, via Debit Credit Cards, or by using an existing credit balance) will be linked to this drawer.
Note: The drawer number you use should be a valid drawer on the Drawer profile linked to the user that runs billing.
Delete
Hash (SAProfileDetails_Hash)
Accept the default (All Routing Numbers) or expand the Drop-down list and select your Hash option:
- All Routing Numbers - All routing numbers will be used when calculating the hash total on the ACH File regardless of duplicates. Routing numbers are BANK identifiers, not Bank Account identifiers, so if two or more patrons use the same bank (or if one household has multiple ACH withdrawals), you will have duplicate routing numbers each with its own total.
- Unique Routing Numbers - Unique routing numbers only will be used when calculating the hash total for your ACH File. Like/same routing numbers will be sub-totaled, so if two or more households use the same bank (or if one household has multiple ACH withdrawals), you will have one routing number in your Hash total for that bank with one subtotal.
Click Here for ACH File Hash Total Troubleshooting.
DeleteCR/LF After Last Record? (SAProfileDetails_CRLFAfterLastRecord)
Select this option to insert a Carriage Return/Line Feed (<CRLF>) at the end of the last record in the ACH File. If selected, the <CRLF> will be inserted regardless of whether the last record is a "9" record or fill lines following the "9: record.
De-select this option to omit the Carriage Return/Line Feed after the last record in the ACH File.
Click Here for ACH File Hash Total Troubleshooting
DeleteApply Credit Balance To Auto Debit (SAProfileDetails_ApplyCreditBalanceToAutoDebit)
Select this option to have the system subtract/use a patron's credit balance prior to using auto-debit as payment. With this option selected, the system will use a patron's credit balance first (if any) and then auto-debit any remaining amount during the billing run. The Installment Billing Log will display a column for Credit Used, which will show the applicable transition of funds.
The system looks for and uses Credit Balances in the appropriate module only. The system will not draw a credit balance from one module to pay for a bill in another module.
For Example: Molly Brown has a an annual Pass Membership that is installment billed monthly and auto-debited via her checking account. She has a $50.00 credit in the Activity module. When billing is run, the system will NOT apply the $50.00 Activity credit toward her Pass fees. IF Molly's credit were in the Pass module, then the system would apply it toward the bill during the billing run.
Leave this option de-selected if you do NOT wish to use ANY credit balances as payment toward installment billing fees.
DeleteACH Layout
ACH Details (SAProfile_ACH_ACH_SAACHLayoutDataGrid)
The ACH Tab
The ACH Layout tab displays fields on your ACH File and allows you to add, edit and/or delete them.
From the bottom of the ACH Layout tab:
Click Add to continue to the ACH Layout Update screen to add a new record to your ACH File.
Highlight/select a record and click Change to continue to the ACH Layout Update screen to edit the record.
Highlight/select a record and click Delete to remove it from your ACH File.
Click Auto Generate ACH Layout to generate the ACH layout based on your system settings. In the event you already have an ACH Layout the system will ask whether you wish to overwrite the existing one.
Delete