Vendor EFT Entry (APE910)

Use this program to enter the required information needed from a vendor for processing electronic payments. Vendors must be set up in Vendor F/M before being accessible within this program. Only vendors who accept electronic payments should be set up here. Multiple routing and account numbers can be set up for one vendor.

Lines only need to be created for ACH payments. If a Vendor will only be paid electronically via wire transfers, lines do not need to be entered. All vendors with the header portion of this entry set up will be able to be paid via wire transfers.

The Pre-note button on this screen allows the user to create a pre-notification for the highlighted account for transmission to the bank. This will ask the user what bank the pre-notification will be sent through (this is required so FACTS knows where to create the file.)

Use the following fields to create individual records for each vendor:

1. Vendor

Enter the vendor number. Press F2 or to search. Press F3 for a Vendor EFT search.

2. Consumer Payment

Allows you to identify individuals set up as vendors that payments are made to. Consumer payment creates PPD type ACH transactions.

3. Combine Payments

Indicates you want to allow payments from multiple vendors with the same routing and account numbers to be combined when transmitted to the bank. Note that the combining of accounts in processing an EFT payment is not applied/used for .PPD type Consumer payments.

4. Default Payment Type

Enter the default payment type. You can select from: A-ACH, W-Wire Transfer, or C-Check. FACTS uses A-ACH as the default.

5. Remittance Advice Type

Enter the remittance advice for electronic payments. You can select from: P-Print, E-Email, or F-Fax.

6. To

Enter the “To” (recipient) email address. Note: FACTS disables this prompt is the remittance advice is not email.

7. CC

Enter the “CC” (carbon copy) email address. Note: FACTS disables this prompt is the remittance advice is not email.

8. Recipient Name

Enter the email recipient’s name. Note: FACTS disables this prompt is the remittance advice is not email.

9. Subject

Enter the email subject line. Note: FACTS disables this prompt is the remittance advice is not email.

10. Fax Directory Record Number

Enter the fax directory record number, Press F2 or to access the Fax Directory Search. Note: This field is disabled if the remittance advice type is not fax.

11. Cover

Enter the cover page. Press F1 or for None. Press F2 or to search. Note: This field is disabled if the remittance advice type is not fax.

12. Subject

Enter the subject for the email. Note: This field is disabled if the remittance advice type is not fax.

$image\pinpurpl.gif$ This concludes the header portion of the EFT Submission program. To enter vendor lines in electronic funds transfers, complete the following.

Line numbers are assigned automatically beginning with 001 and incrementing by one for each additional line-item up to 999. When you enter a new submission or edit an existing one the system places you in add mode so you can enter recurring document lines. Press $image\stopsm.gif$ to stop line item addition.

13. Routing Number

Enter the ABA routing number. Note: This field may NOT be left blank and must be 9 characters long.

14. Account Number

Enter the account number. Note: This field may NOT be left blank.

15. Primary Account

Indicate whether this is the vendor’s primary account. Note that only one account can be flagged as primary.

16. Account Name or Description

Enter the account name or description, Press F1 or to enter “Same as Vendor”.

17. Account Type

Enter the account types. You can select from: C-Checking or S-Savings. FACTS uses C-Checking as the default.

Enter the pre-notification status. You can select from: N-Not Sent, S-Sent, A-Approved, or R-Rejected. FACTS uses N-Not Sent as the default. Note: When you change the value to “A-Approved”, the pre-notification approval date will be set to the system date and the pre- notification user will be set to the user code.

After you enter the line, press to save your work. Press F4 or the $image\stopsm.gif$ icon to end line-item entry. You can:

$image\plus.gif$ - Adds a line-item

$image\Delete.gif$ - Deletes the document

$image\insert.gif$ Inserts a line item above the highlighted line in the browser.

$image\edit.gif$ - Changes the highlighted line-item

After you complete line item entry processing select the $image\stopsm.gif$ icon.

You can select Pre-note to create a pre-notification for the highlighted account for transmission to the bank. The system asks the user what bank the pre-notification will be sent through and verifies that the bank is set up to accept electronic payments. This function creates a file in the bank’s default payment batch file directory in the bank’s default ACH Entry Class format and sets the pre-notification status will be changed to “S-Sent”.

Press the Done button to complete the EFT submission entry.

Menu Options:

• File

Delete Vendor Entry--Deletes all account lines and the vendor EFT header record.

Exit—Returns to the FACTS AP File Maintenances menu.

• Options

Create Pre-notification-- Allows the user to create a pre-notification for the highlighted account for transmission to the bank. The system asks the user what bank the pre-notification will be sent through and verifies that the bank is set up to accept electronic payments. This function creates a file in the bank’s default payment batch file directory in the bank’s default ACH Entry Class format and sets the pre-notification status will be changed to “S-Sent”.

• Help

Accesses online help for this screen.