New Electronic Batch (ARE210)

FACTS displays the New Electronic Batch (ARE210) screen when you are creating a new electronic cash receipts batch.

Processing a New Electronic Batch

When you have entered the Batch Number, Map and File Name, the program read through the external payment file with the map and create records in new PVX Import Files, filling in as much information from the external payment file as possible. The required information are the fields needed when entering transactions in Cash Receipts Entry. The payment fields are customer number, check number, deposit date and check amount. The remittance fields (if they are present) are invoice number and payment amount.

The external payment file is saved in the PVX Encrypted Archive File and then deleted from the directory.

Because the FACTS customer number is not likely to be included in the import file, you will initially match each check record from the import file to the customer it belongs to. The program will add these matches to the new customer cross reference file so, the next time, the customer can be matched automatically.

Any field that specifically comes in the external payment file is placed into the corresponding field of the PVX Import Files. If the customer number is not provided or is not a valid FACTS customer number, the program looks at the remittance information (if supplied) to tries to match first the invoice number and then the PO/reference number against an open FACTS invoice to obtain the customer number. Next, the program checks the cross reference file for the ABA routing number and account number. If a match is found in the file and also identifies the same customer as the remittance information, the corresponding customer number will be used. If no matches can be found, the customer number will be left blank and you must supply it.

Hierarchy for determining the customer number electronically:

• Customer number supplied

• Invoice number from remittance information

• PO/Reference number from remittance information

• ABA routing and account number from customer cross reference file

If the check number, deposit date and check amount are mapped but are not supplied in the external payment file or the data is deemed invalid, and you will receive a message identifying the bad record and all records for this batch will be removed from the PVX Import Files. Only data that is expected should be mapped.

Complete the following fields to enter the new electronic batch information. Note that these fields are not changeable after the batch is created.

1. Batch Number

Enter the batch number for the electronic batch.

2. Bank

Enter the bank for code for the batch. Press or F2 to search.

3. Pmt Map Identifier Code

Enter the Payment Map Identifier code (created in Electronic Payment Mapping (ARF966)) for the electronic payment mapping file to be used with this batch. Press or F2 to search.

4. External Payment File

Enter the full network path to the external payment file to be imported.