Add an ACH Profile

To add an ACH Profile:

1. Select the ACH Tab in the navigation bar, choose Maintenance from the options presented.  The ACH: Profile Summary page is displayed, containing a list of currently set up profiles.
   
   If you wish to reduce or expand the data that displays in the summary list, use the Quick Filter fields located above the summary table.

2. Click to display the Select Profile Type page.

3. Click at the right of the Financial Institution field to display the list of available financial institution names.  Click on the name that is to be associated with the profile being added.  The value selected auto-populates the field.  Note: If only a single financial institution is available for this installation, that name will be auto-filled in the field.

4. Click at the right of the Payment Method field to display the list of available payment method types (as assigned by your financial institution.  Click on the type that is to be associated with the profile being added.   
   
   Note that the Profile Type descriptions may differ from the default descriptions in these instructions, as the bank may have edited them.
   
   Valid values may vary by location, and may include any combination of:

   Profile Type	Usage	Electronic Output
   Direct Deposit	Credits to an individual's account - Payroll	PPD
   Prearranged Debit	Debits from an individual's account - club dues	PPD
   Prearranged Debit or Credit with Addenda	Credits to or Debits from and individual's account which require additional data associated with the transaction.  Addenda allows for 80 bytes of data to be included in the transfer.	PPD
   Corporate Payment	Cash Concentration and Disbursement -  Credits and/or debits to/from internal corporate accounts - funding, (payroll, etc.), concentrate funds from branch office accounts external accounts - trading partner transactions, etc.	CCD
   Corporate Payment with Addenda	CCD items requiring additional data associated with the transaction.  Addenda allows for 80 bytes of data to be included in the transfer.	CCD
   Tax Payment	CCD credit items with formatted Addenda for state, federal, and other agency tax payments.	CCD
   Corporate Trade Payment	Credit payments using the Electronic Payment Network (EPN) 820 Standard Addenda Structure.	CTX
   Customer Initiated Entry	Credit transactions initiated on behalf of a consumer by a third party.	CIE
   Customer Initiated Entry with Addenda	Credit transactions initiated on behalf of a consumer by a third party requiring additional data associated with the transaction.  Addenda allows for 80 bytes of data to be included in the transfer.	CIE
   Child Support Payment	Payments for Child Support utilizing the Federally required addenda format.	CCD
   International Payment	A mechanism for making outgoing corporate and consumer International  payments. Outbound IAT transactions are those in which the originator is from the US and a US Bank is originating the ACH transaction to be paid out to a foreign receiver.	IAT
   Telephone Initiated Entry	A debit entry to a consumer account that is initiated pursuant to an authorization obtained from the Receiver orally via the telephone.	TEL
   Internet Initiated Entry	A debit entry to a consumer account that is initiated pursuant to an authorization obtained from the Receiver via the Internet.	WEB
   Automated Enrollment	Provides Depository Financial Institutions (DFIs) with a mechanism to transmit enrollment information to Federal Government Agencies on behalf of both consumer and corporate account holders for future ACH credit and debit entries, including: • Veterans Compensation & Pension • Veterans Education MGIB • Veterans Education/Selected Reserve • Veterans Life Insurance • Veterans Vocational Rehabilitation & Employment Benefits • Railroad Retirement Annuity Benefits • Railroad Retirement Unemployment/Sickness Benefits • Federal Civil Service Retirement/Annuity • Federal Civil Service Survivor/Annuity	ENR
   Destroyed Check	Provides a mechanism for the ACH Network to be used by a collecting financial institution to collect an item that is contained within a check/cash letter that is lost, destroyed, or is otherwise unavailable to and cannot be obtained by the ODFI.	XCK
   Re-presented Check Entry	Provides the mechanism for an Originator to convert a check that has been returned for insufficient or uncollected funds into an ACH debit entry and re-present it through the ACH Network for collection.  Must meet the ACH Guidelines for initiation.	RCK
   Notifications of Change	A notification of change is a mechanism by which the recipient of a Prenote transaction can notify the originator / ODFI about an erroneous record. A NOC is a zero dollar transaction.  The receiving Institution (the ODFI of the Prenote) can refuse a NOC, by providing specific information related to those error(s)	COR
   Returns	An receiving institution issues a return on an erroneous (based on data contained therein) live (containing a dollar value) item received from an originator.  Reasons for return items are controlled by ACH rules. In addition, an institution may use this option to dispute a returned item (Dishonored Return) or to resend a Dishonored Return (Contested dishonored Return) back to the originator.	These items retain the SEC code of the original item.
   Reversals	The vehicle used to reverse an entire Payment (batch) or individual transaction contained in a Payment generated from this system. Reversals may be originated to correct a duplicate or erroneous file in which substantially all of the entries are incorrect. A reversing entry may be originated to correct an entry that is a duplicate of an entry previously initiated by the Originator or ODFI, that orders payment to or from a Receiver not intended to be credited or debited by the Originator, or that orders payment in a dollar amount different than was intended by the Originator. Only Payments/transactions that are within 5 banking days of the effective entry date may be selected for reversal processing, provided these have not be purged.	These items retain the SEC code of the original item.

5. The value selected auto-populates the field.

Note:  If Tax is the Payment Method selected, the screen will be represented with the addition of a Tax Agency field.  Click at the right of that field and select the entity to which payments created from this profile are to be directed.

6. Click to proceed.  The ACH:  Add Profile for (Profile Type Name) page is presented.
   
   
   General Tab

General Information Section

7. In the Profile Name field, enter a value that will identify the profile to users who will be using the profile to create ACH payments.  For example if you are setting up the Profile that will be used for direct deposit of your hourly employee's payroll payments, you might name the Profile "Hourly Payroll".

8. The value in the Description field is used to further identify this profile to users when they create payments, and therefore should be as descriptive as is possible in the space allowed.

Payment Information Section

9. Click  at the right of the Account field to access the dropdown list containing accounts available to the active user.  Select the pay from account for the profile being set up.  The Company field is auto-populated with the company information associated with the selected account.

10. Enter a value in the Company Entry Description field.  This value (1-10 characters) is sent to the receivers of transactions contained in payments created from this profile, and should therefore help to identify the reason for this transaction to the entity who receives it.  For example, if this is a payroll item, the value might be AUTO-PAY.

11. The Discretionary Data field is reserved for data given to you by your financial institution, and should be left blank unless directed to enter a value in this field by your bank.

Processing Information Section

12. In the Start Date field, enter or use to select the date upon which this profile is to be available from which to create payments.  The default value is today's date.

13. If a date upon which this profile is no longer available for payment creation, enter that date in the End Date field.

14. If you wish to set a specific number of times that a profile may be used to create a payment, enter that value in the Maximum Executions field.  The Completed Executions field is system filed, and will reflect the number of time this profile has been used to create a payment.

15. In the Warning Days field, enter a value (if different from the default) that determines the timing for users to be presented with a message indicating that they are using the profile within a range that is outside of the generally used time frame.

16. Click the box next to the Confidential field, if the payments created from this profile are to maintain confidentiality regarding transaction dollar amount detail.

17. Click the box next to the Prenote Required field to indicate that Prenote transactions are to be sent to the receiving financial institution prior to sending live dollar transactions, on new or changed transaction level records.  The system will automatically create the Prenote and queue it for processing.

18. Click the Notify Receiver by Email option if receivers of transfer based on this profile are to receive an email notices that the transfer has taken place.  Taking this action ensures that the Receiver Email ID field is accessible on the transactions records that will be set up as part of this profile.
    
    Be sure to click to set up the subject and text of the email message to be delivered.

19. If you wish to automatically place on hold (at payment creation), any transactions in payments created from this profile that have a value of $0.00 when the payment is submitted, click the box next to Hold Zero dollar records.

20. If approval of transfers creating using this profile required approval before submission, click the Approval Required option.

21. If payments created using this profile are to be placed on an recurring schedule, click the Schedule Required option.

22. The remainder of the fields in this section are system filled, and contain values determined by the Payment Method selected earlier in the process.

Note:  Some payment types (International Payments, etc.) may have additional fields (General and Transaction tabs) that require data entry.  Refer to the Add an ACH Profile page for more information on  "type specific" field entry requirements.

IAT Profile Page General Tab
IAT Profile Page Transaction/Addenda Tab

If the Schedule Required option was selected, the Schedule Information Section is opened.  The fields in this section are used to establish the criteria by which recurring, scheduled transfers will be system-generated.

Schedule Information Section

23. In the Frequency field, click the icon to display a list of values that represent the frequency with which payments based on this profile will be queued for processing by your financial institution.  Valid values include:a
    
    Daily
    Weekly - If selected, you must also select the Day of the Week on which the payment will generate
    Biweekly - If selected, you must also select the Day of the Week on which the payment will generate
    Semimonthly - If selected, you must also select the Days of the month on which the payments will generate (1st and 16th, 2nd and 17th, etc.
    Monthly - If selected, you must also select the Day of the month on which the payment will generate
    Four Weekly - If selected, you must also select the Day of the Week on which the payment will generate
    Quarterly - If selected, you must also select the Day of the month on which the payment will generate
    Yearly

24. In the Submit From field, indicate the date on which the system should begin generating payments based on this profile.

25. In the Submit Until field, indicate the date on which the system should stop generating payments based on this profile.

26. If automatically recurring transfers should not be generated on a Holiday, and/or a Non-business days (as determined by your financial institution), click the appropriate field.

27. Select the day(s) to be used as substitute days if the creation of scheduled transfer fall on a Exception day.  Click the appropriate option:
    
    Next Business Day - Next business day following the holiday/non-business day
    Previous Business Day - The first business day preceding the holiday/non-business day
    Skip Payment - Do not create the payment if scheduled on a holiday/non-business day
    
    
    Transaction Tab
    
    The table on the Transaction Tab contains a Transaction Summary, listing all of the transaction records associated with this profile.  If this is the first transaction being entered, the list will be empty.  The Transaction Statistics section of the page is a recap area displaying information regarding this profile.    The information listed in this recap includes:
    
    Active - The number of, and cumulative dollar total for active (available for processing) transactions in this profile
    Hold - The number of, and cumulative dollar total for transactions in this profile that are currently on hold (not available for processing)
    Prenote - The number of, and cumulative dollar total for transaction in this profile currently on Prenote Hold (not available for processing)
    Credit/Debit - Dollar totals for each status
    Total - The total number of transaction (all statuses) currently in this profile, and their dollar total, credit and/or debit.
    
    If you wish to hide the statistics, click .  To re-display the data, click .

28. Click to display the Add a Transaction page.

29. In the Receiver Name field, enter the name of the entity to which the action initiated by this transaction will be applied.

30. Enter the Receiver Identification Number of the entity entered in the Name field.

31. In the Account Number field, enter the receiving account number (the account held by the entity entered in the Name field.

32. Click at the right of the Account Typ Role field, and select the value that represents the type of account (Checking, Savings, etc.) to which this transaction will settle.

33. Enter the receiving financial institution's RT (Routing Transit) number in the Receiving   Bank RT Number field.

34. If in step 4, the selected Profile Type was CCD - Corporate, the Transaction Type field is displayed.  The value in this field determines if the action initiated by this payment is a debit or credit (to the receiving account).  The options available for this field depend on the Profile Type selection made in step 4 of these instructions.  If the Profile Type is Direct Deposit, or Cash Disbursement, the Transaction Type defaults to Credit if Preauthorized Debit or Cash Concentration, the Transaction Type defaults to Debit, and the field is not displayed.  If Corporate was selected in step 4, click at the right of the Transaction Type field to select the appropriate type, either Credit or Debit, from the list presented.

35. In the Amount field, enter the dollar value of the transaction being added.  You may enter 0.00 if the amount for the transaction being added is changed each time a payment is created from this profile.  In the case of Tax payments, this field is auto-calculated, based on the dollar amount(s) assigned in the addenda associated with the transaction.

36. If this transaction is to be held out of processing for a know amount of time, (individual is on leave, for example), enter the date that the transfer is to become active in the Hold Until Date field.

37. If the type selected for this transfer supports the addition of addenda that is not pre-formatted, enter that information in the Free Format Addenda field.

Note:  If the payment method selected is one requiring the set up of formatted addenda (Tax, NOC, Return, etc.)  click the Addenda button at the far right of the transaction record to access the appropriate Addenda page.

Tax Addenda Page
Child Support Addenda Page
CTX Addenda Page
IAT Addenda Page
IAT NOC Addenda Page
IAT Return Addenda Page

If the payment method payment type selected is IAT the transaction and addenda pages are combined.

IAT Transaction/Addenda Page
 

38. Click to register your entries and refresh the screen to add another transaction.

39. Click to add your entries and return to the Transaction Summary.

40. Click  to return to the summary without saving your entries. holiday/non-business day
    
     

If the Approval Required option was selected on the General Tab, set up the approval requirements in the Approval Structure section of the page.
 

Approval Structure Tab

Use this tab to set up the approval criteria for transfers created based on this profile.  If no approval is to be required, skip the steps associated with this tab.

41. In the From and To fields, enter the lowest and highest dollar amounts for tiers upon which approvals are to be based.  If you wish to maintain a single tier, leave the 0.00 To Maximum default.

42. In the Required Approvers field, click the icon to access the list of values that represent the number of approvers to be required at each tier.  Click on the appropriate value for that tier to auto-populate the field.

43. In the Level 1 and Level 2 fields, enter the number of approvers from each approval level that will be required to complete the payment approval process.

44. Click to register your entries and return to the Profile Summary.  Saved profiles are added to the Profile summary and must be approved (either by another authorized user if required, or by the current user) before that profile may be used to create payments.  Refer to the Approve an ACH Profile Help Topic for information regarding profile approval.

45. Repeat for all Profiles being added.

Transaction Import

You may choose to import transaction data into a profile.  Before attempting to import data, be sure that the appropriate import file mapping has been set up based on the format and record position of the data in the file being imported.  No mapping set up is required if the file being imported is in NACHA format.  Refer to the following for details on setting up File Mappings:

Add a File Mapping

File Mapping Overview

ACH Overview

TIP: Transactional data imported into a profile become a permanent part of that profile's setup.  If you wish the changes to be valid for an individual submission of a payment, complete the import during the creation of a payment.  Refer to Import Transaction - Payment Help topic for information regarding this option.

To import transaction data from an electronic file source into a Profile

1. Follow steps 1- 8 above.

2. From the Transaction Summary Page, click to display the Import dialog.

3. In the Select File To Import field, enter the path (location) and file name of the file to be imported.  You may use the Browse... button to locate the file path and name.

4. Click at the right of the Select Import File Mapping field to display the list of available file mappings.  Click on the appropriate mapping for this file/import.  The mapping setup must match the content/format structure of the file being imported.

5. Select either the Append to existing (add new transactions) or Overwrite exiting (replace existing transactions) radio button, depending on the result you wish from this import.

6. Click OK.  The system will access the designated file, placing the profile/transactions in an import status.  The system displays the following message:
   
   "Please check back for import status after the scheduled processing time, as established by your financial institution, has elapsed."  Click OK.

7. The Profile Maintenance summary is displayed, showing an Import status assigned to the profile on which the import is taking place.
   
   A processing event established by your Financial Institution will run at the scheduled time, after which, the transactions are added to the profile, and the status of the profile changes to Pending Review.

8. Select the profile to be reviewed, and click .  Click the Transaction tab again to review the items imported.

9. Click Save to complete the process.  If approval is required on the profile before it may be used to create a payment, the Profile is placed in Pending Approval status, and must be approved by an authorized user (other than the creator/editor).  Refer to the Approve an ACH Profile Help Topic.

Transaction Update

To Automatically Update Transactions via an external file

Before attempting to update data using this external file method, be sure that the appropriate import file mapping (comma separated or fixed-width) has been set up based on the format and record position of the data in the file being used for update purposes.  If using a file in NACHA format, an mapping setup is not required.  Refer to the following topics for details on setting up File Mappings:

Add a File Mapping

File Mapping Overview

ACH Overview

1. Click to access the Import dialog.

2. In the Select File To Import field, enter the path (location) and file name of the file to be imported.  You may use the Browse... button to locate the file path and name.

3. Click at the right of the Select Import File Mapping field to display the list of available file mappings.  Click on the appropriate mapping for this file/import.  The mapping setup (if other than NACHA format) must match the content/format structure of the file being used for the update.

4. Select the Update radio button.

5. Click OK.  The system will access the designated file, and run the update routine, finding matches in the input file to transactions contained in the payment, and updating the appropriate records.

6. When the update is competed, be sure to review the Automated Update Report by clicking .

7. You may instead choose to Update transactions contained in a profile by accessing one of the update Icons located in the toolbar.  Select:
   
   Quick Update
   Manual Update
   Status All

8. Click Save to complete the process.  The profile will be queued for approval.

To ensure proper access to profiles, be sure that this user has been given the appropriate entitlement to the type(s) of Payment Profiles assigned in this step.  See of the Add a User Help topic for detailed information on access assignment.