Financial Edge Banks Guide

TheFinancialEdge

™

Banks Guide

081016

2016Blackbaud,Inc.Thispublication,oranypartthereof,maynotbereproducedor

transmittedinanyformorbyanymeans,electronic,ormechanical,includingphotocopying,

recording,storageinaninformationretrievalsystem,orotherwise,withoutthepriorwritten

permissionofBlackbaud,Inc.

Theinformationinthismanualhas

beencarefullycheckedandisbelievedtobeaccurate.

Blackbaud,Inc.,assumesnoresponsibilityforanyinaccuracies,errors,oromissionsinthis

manual.InnoeventwillBlackbaud,Inc.,beliablefordirect,indirect,special,incidental,or

consequentialdamagesresultingfromanydefectoromissioninthismanual,evenifadvised

of

thepossibilityofdamages.

Intheinterestofcontinuingproductdevelopment,Blackbaud,Inc.,reservestherighttomake

improvementsinthismanualandtheproductsitdescribesatanytime,withoutnoticeor

obligation.

AllBlackbaudproductnamesappearinghereinaretrademarksorregisteredtrademarksof

Blackbaud,Inc.

Allotherproducts

andcompanynamesmentionedhereinaretrademarksoftheirrespective

holder.

FE‐BanksGuide‐081016

Contents

BANKBASICS ................................................ .......1

AccessingBanks..................................................................... 2

SettingUpaNewBankAccountRecord.................................................. 5

CreatingNewCreditCardAccountRecords.............................................. 48

GENERALTASKS ....................................................51

OpeningtheRegister................................................................ 53

EditingAccountDetails............................................................... 59

EditingAccountUserOptions......................................................... 63

SelectingOtherAccounts ............................................................. 64

CreatingNewBankAccountRecords................................................... 65

F inancialEdgeCreditCardManagement................................................ 65

ADMINISTRATIVETASKS ...............................................67

PostingAdjustmentstoGeneralLedger................................................. 68

CreatingPrenoteAuthorizationFiles................................................... 71

VoidingSelectedPayments........................................................... 74

VoidingUnusedChecks............................................................... 75

PurgingVoidedTransactions.......................................................... 76

RenumberingPayments .............................................................. 77

EditingElectronicSignatures.......................................................... 77

PAYMENTTASKS ....................................................81

PrintingChecksandRecordingBankDrafts.............................................. 83

CreatingNewOne‐TimeChecks........................................................ 93

CreatingManualAccountsPayableChecks............................................... 97

EditingUnwrittenOne‐TimeChecks................................................... 102

CASHMANAGEMENTTASKS........................................... 105

CreatingNewAdjustments.......................................................... 106

Reconci lingBankAccounts........................................................... 108

ClearingTransactionsElectronically................................................... 113

ViewingReconciliationHistory. ...................................................... 114

DEPOSITTASKS ............................. ...................... 115

CreatingNewDeposits .............................................................. 116

PrintingDepositTickets............................................................. 119

CreatingEFTFiles.................................................................. 121

EFT/ACHFILEFORMATS............................................ 127

ACHTransactions.................................................................. 128

InternationalACHTransactions ....................................................... 133

INDEX .......................................................... 143

1chapter

Bank Basics

AccessingBanks ..............................................................................2

GeneralTasks......................

.......................................................... 3

PaymentTasks .........................................

...................................... 3

AdministrativeTasks ...........

............................................................... 4

CashManagementTasks ........................ ...........

................................... 5

DepositTasks ..............

.................................................................. 5

SettingUpaNewBankAccountRecord............................

...............................6

AddingBasicBankAccountInformation ................

............................................. 6

AddingAddressandContactInformation .

........................................................ 9

DefiningCashAccounts...........................................

............................12

FormattingPaymentInformation ...................

..............................................14

SettingUpPaymentTransaction

Types ..........................................................14

FormattingMICRLines .......................................

................................16

DefiningDefaultPaymentOptions ..............

...............................................18

FormattingDepositInformation 

.................................................................. 47

SelectingDepositTypes ................................

......................................47

DefiningDefaultDepositOptions ........

......................................................48

AddingAdjustmentCategorie s ...........................................

........................50

CreatingNewCreditCardAccountRecords.....................

..................................48

CHAPTER

InBanksyoucanmaintaininformationaboutyourbankaccounts.Onthenavigationbar,clickBanksandyou

enterthecentrallocationforcreatingandprintingchecks,bankdrafts,andEFTs.Youcanmakepaymentsand

deposits,recordmanualchecks,usethebankregister,andreconcilebankaccounts.Hereyoucan

edit,number,

void,andpurgechecks,andpostadjustmentstoGeneralLedger.

Ourdocumentationshowsyouhowtoselect,locate,andusetherightresourcesforaparticulartask.Inthis

guide,forexample,areexplanationsforaddingbankaccountrecords,accessingandworkingwithbankaccounts

andpayments,and

performingotherbankingactivities.

Werecommendyoureadthedocumentationthoroughly.Informationpresentedhereprovidesyouwitha

workingknowledgeofBanks.Hands‐onexperienceisthebestwaytolearn,soweencourageyoutotrythese

scenarioswithyoursampledatabase.

Accessing Banks

Wehaveplacedallbanktasksinoneareasoyoucanquicklyaccessthem.ToopentheBankspage,clickBankson

thenavigationbar.FromtheBankspage,youcandirectlyaccessbankingtasks,bankaccountrecords,bank

registers,payments,anddeposits.

ThinkoftheBankspageasthe

startingpointforbankaccountrecords.Fromthispage,youcancreateanewbank

accountrecordoropenexistingones,viewbankregisters,reconcileaccounts,andmakepaymentsanddeposits.

AtthetopoftheBankspageyoucanusetheSelectabankaccountfieldtoquicklylocatethe

bankaccount

recordyouwanttoopen.

Note:VisitourWebsiteatwww.blackbaud.comforthelatestdocumentationandinformation.

Note:Untilyouselectabankaccount,minimaltasksappearontheBankspage.Youmustselectanaccountto

seebanktasks.TouseCashManagementtasks,youmusthavetheoptionalmoduleCashManagementand

havedefinedcashaccountsforit.

BANK BASICS

TheBankspageorganizesbanktasksintocategories:Generaltasks,Paymenttasks,Administrativetasks,Cash

Managementtasks,andDeposittasks.TasksthatappearontheBankspagedependontheprogramyouarein

andtheprogramssetupfortheselectedbankaccount.CashManagementtasksappearsonlyifyouhavethe

opt

ionalmoduleCashManagementandhavedefinedcashaccountsforit.

General Tasks

UseGeneraltaskstoaccessbankaccountrecordsandregisters.Youcaneditexistingbankrecordsandcreate

newrecords.GeneraltasksaredocumentedintheGeneralTaskschapter,beginningonpage 51.

•ClickOpenregistertoaccesstheBankRegisterscreenfortheselectedbank.Formoreinformationabout

workinginthebankre

gister,see“OpeningtheRegister”onpage 53.

•ClickEditaccountdetailstoaccesstherecordfortheselectedbankaccount.Formoreinformationabout

editingabankaccountrecord,see“EditingAccountDetails”onpage 59.

•ClickEditaccountuseroptionstoaccesstheOptionsscreensoyoucaneditoptionsfo

rbankaccounts.For

moreinformationaboutoptions,seetheOptionschapteroftheProgramBasicsGuide.

•ClickSelectanotheraccounttoaccesstheOpenscreensoyoucanopenabankaccountrecord.Formore

informationaboutusingtheOpenscreen,seetheBasicschapteroftheProgramBasicsGuide.

•C

lickNewbankaccounttoaddanewbankaccountrecord.Formoreinformationaboutcreatinganewrecord,

see“CreatingNewBankAccountRecords”onpage 65.

•ClickNewcreditcardaccounttoaddanewcreditcardaccountrecord.Formoreinformationaboutcreatinga

newrecord,see“FinancialEdgeCr

editCardManagement”onpage 65.

Payment Tasks

UsePaymenttaskstoprintchecksandEFTnotices,recordbankdrafts, createandeditone‐timechecks,and

createmanualchecks.PaymenttasksaredocumentedinthePaymentTaskschapter,beginningonpage 81.

Warning:WhenplanningsecurityforBanks,makesurethatnosecuritygrouporuserhasrightstocreate

paymentsorone‐timechecks,voidtransactions,andpurgevoidedtransactions.Withrightstoallofthese,a

usercouldprint,purge,andvoidacheckbeforeitisposted,leavingnoaudittrail.

•ClickPrintchecksandrecordbankdraftstoaccesstheCreatePaymentsscreensoyoucancreateandmake

paymentsinonepaymentrun.Formoreinformationaboutcreatingpayments,see“PrintingChecksand

RecordingBankDrafts”onpage 83.YoucanprintchecksandrecordbankdraftsonlyinAccountsPayableand

StudentBilling.

•Glossary:Aone‐timecheckisadirectdisbursementtoanindividualorcompanynotmaintainedasavendor

in thedatabase.Amanualcheckisahandwrittencheckyoupreparenowandrecordtheinformationlaterin

the database.

Youdonotprintthecheckitselffromtheprogram.

•ClickCreateanewone‐timechecktoaccesstheAddaOne‐TimeCheckscreensoyoucancreatepaymentsfor

peopleorcompaniesyouwillnotmakepaymentstoagain.Formoreinformationaboutone‐timechecks,see

“CreatingNewOne‐TimeChecks”onpage 93.Youcancreateone‐timechecksonlyinAccountsPayableand

StudentBilling.

•ClickCreateamanualAccountsPayablechecktoaccesstheRecordManualCheckscreensoyoucanrecord

theinformationfromapaymentyouhavealreadymade.Formoreinformationaboutmanualchecks,see

“CreatingManualAccountsPayableChecks”onpage 97.YoucancreatemanualAccountsPayablechecksonly in

AccountsPayableandStudentBilling.

CHAPTER

Administrative Tasks

UseAdministrativetaskstopostadjustments,createprenoteauthorizationfiles,voidandpurgetransactions,

renumberpayments,andeditelectronicsignatures.AdministrativetasksaredocumentedintheAdministrative

Taskschapter,beginningonpage 67.

Cash Management Tasks

UseCashManagementtaskstocreateadjustments,reconcilecashaccounts,cleartransactionselectronically,

andviewreconciliationhistoryofyourbankaccounts.CashManagementtasksaredocumentedintheCash

ManagementTaskschapter,beginningonpage 105.

Glossary:Postingistheprocessoftransferringtransactionamountsfromajournaltogeneralledgeraccounts

andupdatingaccountbalances.Postingcommitstransactionstotheaccountrecord.Formoreinformation

aboutposting,seetheAdministrationGuideforThe FinancialEdge.

•ClickPostadjustmentstoGeneralLedgertoaccessthePosttoGeneralLedgerscreensoyoucanselectjournal

information,filterrecords,andsetupprintingoptionsforageneralledgeradjustment.Formoreinformation

aboutpostingadjustments,see“PostingAdjustmentstoGeneralLedger”onpage 68.Youcanpostadjustments

onlyinAccountsPayable,StudentBilling,andCashReceipts.

•ClickCreateaprenoteauthorizationfiletoaccesstheCreatePrenoteAuthorizationFilescreensoyoucan

defineafileformatandcreatelogoncards.Formoreinformationaboutcreatingaprenoteauthorizationfile,

see“CreatingPrenoteAuthorizationFiles”onpage 71.Youcancreateprenoteauthorizationfilesonlyin

AccountsPayable,andStudentBilling.

•ClickVoidselectedpaymentstoaccesstheVoidSelectedPaymentsscreensoyoucanselectthepaymenttype

andrangeofpaymentstovoid.Formoreinformationaboutvoidingpayments,see“VoidingSelected Payments”

onpage 74.

Glossary:EFTstandsforelectronicfundstransfer,ageneralbankingsysteminwhichtransactions,suchas

depositsandbillpayments,aremadethroughcomputerdatabasesandelectronicfiles.Moneydoesnot

physicallychangehands;ittransferselectronicallyfromoneaccountintoanotheraccount.Youcanusethe

optionalmoduleEFTtosendandreceiveelectronictransfers.

•ClickVoidunusedcheckstoaccesstheVoidUnusedPaymentsscreensoyoucanvoidtheunusedchecks,EFT

notices,andbankdrafts.Formoreinformationaboutvoidingunusedchecks,see“VoidingUnusedChecks”on

page 75.

•ClickPurgevoidedtransactionstoaccessthePurgeVoidedPaymentsscreensoyoucanpermanentlyremove

selectedpaymentsfromthedatabase.Formoreinformationaboutpurgingvoidedtransactions,see“Purging

VoidedTransactions”onpage 76.

•ClickRenumberpaymentstoaccesstheRenumberPaymentsscreensoyoucanassignanewrangeofnumbers

topayments.Formoreinformationaboutrenumberingpayments,see“RenumberingPayments”onpage 77.

•ClickEditelectronicsignaturestoaccesstheElectronicSignaturesscreensoyoucancreate,edit,ordelete

electronicsignatures.Formoreinformationaboutelectronicsignatures,see“EditingElectronicSignatures”on

page 77.

BANK BASICS

•ClickCreateanewadjustmenttoaccesstheNewAdjustmentscreensoyoucancreateanewpayment

adjustmenttransaction.Formoreinformationaboutcreatingpaymentadjustments,see“CreatingNew

Adjustments”onpa ge 106.

•ClickReconcilethisaccounttoaccesstheBankAccountReconciliationscreensoyoucanreconcilethebank

andcashaccountswiththestatementfromthebank.Formoreinformationaboutreconcilingaccounts,

see“ReconcilingBankAccounts”onpage 108.

•ClickCleartransactionselectronicallytoaccesstheClearTransactionsElectronicallyscreensoyoucanimporta

QuickenInterchangeFormat(*.qif)filefromyourbank.Formoreinformationaboutclearingtransactions

electronically,see“ClearingTransactionsElectronically”onpage 113.

•ClickViewreconciliationhistorytoaccesstheReconciliationHistoryscreensoyoucanreviewinformation

aboutpreviousreconciliationsinabankaccount.Formoreinformationaboutviewingreconciliationhistory,

see“ViewingReconciliationHistory”onpage 114.

Deposit Tasks

UseDeposittaskstorecordtheamountofcash,checks,(EFTs),orotherpaymentsyoureceiveanddepositinto

yourbankaccount.DeposittasksaredocumentedintheDepositTaskschapter,beginningonpage 115.

•ClickCreateanewdeposittoaccesstheAddaNewDepositscreensoyoucanrecord

theamountofcash,

checks,EFTs,orotherpaymentsyoureceiveanddepositintoyourbankaccount.Formoreinformationabout

creatingdepositrecords,see“CreatingNewDeposits”onpage 116.YoucancreatedepositsonlyinAccounts

Receivable,StudentBilling,andCashReceipts.

•ClickPrintdepositticketstoaccessthe

SelectaParameterfilescreensoyoucantoprintpaymentdetailsand

bankinformationforadeposit.Formoreinformationaboutprintingdeposittickets,see“PrintingDeposit

Tickets”onpage 119.YoucanprintdepositticketsonlyinAccountsReceivable,StudentBilling , andCash

Receipts.

•ClickCreateElectronicFunds

TransferfiletoaccesstheCreateElectronicFundsTransferFilescreensoyoucan

createandprocessafileformultipledepositsatonetime.FormoreinformationaboutcreatingEFTfiles,see

“CreatingEFTFiles”onpage 121.YoucancreateEFTfilesonlyinStudentBilling.

Setting Up a New Bank Account Record

WhenyouaddanewbankinBanks,youarecreatinganewbankaccountrecord.Likeotherrecordsinthe

program,informationforabankaccountrecordisorganizedontabs.Thisrecordstoresaccount,payment,

deposit,andadjustmentinformationforaparticularbankaccount.Usinginformationfromthe

bankaccount

record,youcaneasilygetaclearandaccuratepictureofabankaccountwithouthavingtogatherdatafrom

severalprogramsorsources.

Whenyoucreateabankaccountrecordyouaddbasicbankdata,suchasaddressandcontactinformation,tothe

Banktaboftherecord.

Youdesignatewhichprogramscanusethebankaccountandassigndefaultcashaccounts

forthoseprograms.Onceyoucreate,save,andclosearecord,youcanmakechangesoraddnewinformationby

editingtherecord.

Settingupanewbankaccountrecordconsistsofafewbasicsteps:

• Adding

account,address,andcontactinformationontheBanktab

• FormattingpaymentinformationonthePaymentstab

Tip:Werecommendyouestablishadjustmentcategoriesbeforecreatingadjustments.Formoreinformation

aboutcreatingadjustmentcategories,see“AddingAdjustmentCategories”onpage 46.

Note:Youcancleartransactionselectronically onlyifyourbankprovidesafilein*.qifformat.Tofindout

whetheryourbankprovidesstatementsin*.qifformat,contactarepresentativefromyourfinancial

institution.

CHAPTER

• DefiningdeposittypesontheDepositstab

• AddingadjustmentcategoriesontheAdjustmentCategoriestab

Adding Basic Bank Account Information

TheheartofthebankaccountrecordistheBanktab.Itstoresgeneralbankaccountinformation,suchasthe

bankaccountdescription,ID,accountnumber,routingcode,andbankname.Onthistab,youcanstorethe

accounttypeandstatus,theinterfundsetusedbythisaccount,andthe

accountingprogramsusingtheaccount.

Youcanaddcontactinformationsuchasphonenumbersandaddressesforyourbankrepresentatives.Formore

informationaboutaddingcontactinformation,see“AddingAddressandContactInformation”onpage 8.

Beforeyoucanuseabankaccount,youmustspecifydefaultcashaccountinformation.Whenyou

setupcash

accounts,youspecifywhethercashisrecordedinasinglefundorinmultiplefundsandenterthedefaultaccount

numberforeach.Formoreinformation,see“DefiningCashAccounts”onpage 11.

Ifyouhaveabankaccountyounolongeruse,youcandeletetherecord.However,

werecommendyouclosethe

accountinsteadtoindicatethebankaccountrecordisnolongercurrentorvalid.

 Creatingabankaccountrecord

1. FromGeneraltasksontheBankspage,clickCreateanewaccount.TheNewBankAccountrecordopens

totheBanktab.

2. IntheAccountdescriptionfield,

enterthenameofthebankaccount.

3. IntheAccount IDfield,enterauniqueidentificationforthebankaccount.ThisIDmustbeunique

becauseitisusedtoidentifyeachbankaccountandcannotbeusedformorethanoneaccount.Be

accuratewhenyouentertheIDbecausethe

wayyouenteritishowitappearsonreportsandmailings.

4. IntheAccounttypefield,select“Checking”,“Savings”,or“Other”.

Glossary:Acontactisthenameoftheprimarypersonwithwhomyouconductbusiness.Fromanopenbank

accountrecord,youcanentercontactinformationontheBanktab.

BANK BASICS

5. IntheAccountstatusfield,select“Open”or“Closed”.Ifanaccountisclosed,youcanstilledit

informationinthebankaccountrecordandusetheaccounttoprintchecks.However,aclosedbank

accountdoesnotappearoninvoicerecordsinAccountsPayable.

6. IntheAccountnumberfield,entertheaccountnumberassignedbythebank.

7. IntheRoutingcodefield,entertheroutingnumber,uptoeightdigits,providedbythebank.The

program calculatestheninthdigit,andthatnumberappearswhenyoutaboutoftheRoutingcodefield.

8. IntheMinimumbalancefield,entertheminimumamountthebankrequiresforyoutoavoidservice

charges.Ifthereisnominimumbalancerequirement,youcanleavethisfieldblank.

9. IntheInterfundsetfield,selecttheinterfundsetusedtomakebalancingentriesbetweenfundsin

GeneralLedger.Interfundsetsarecre a tedinConfiguration.

10. IntheBanknamefield,enterthenameofthebank.

11. Toaddaddressinformationforthisaccount,clickAddressorentertheinformationinthefield.Formore

informationaboutaddingaddresses,see“Addingaddressinformationtoabankaccountrecord”on

page 8.

12. Toaddacontactnameforthisaccount,clickContactnameorenterthenameinthefield.Formore

informationaboutaddingcontacts,see“Addingacontacttoabankaccountrecord”onpage 10.

13. Toaddthecontact’spositionatthebank,entertheinformationintheContactpositionfield.Toprintthe

positiononmailings,markPrint?

14. IfyoudidnotenterthecontactthroughAddress,enteritinthecontactgrid.IntheContactTypeand

ContactNumbercolumns,selectacontacttypeandenterthenumber.

15. Todefinethecashaccountsthatwillusethisbankaccount,makeselectionsforeachaccountingprogram

inthegridatthebottomofthescreen.Formoreinformationaboutset tingupcashaccounts,see

“Definingcashaccounts”onpage 12.

16. Ontheactionbar,clickSaveandClose.YoureturntotheBankspage.

Warning:Besuretoentertheaccount numberandroutingcodecorrectly.Anerrorcancauseserious

problemswithEFTs.

CHAPTER

17. IntheSelectabankaccountfield,selectthenewbank.Informationandtasksforthenewbankaccount

appear.

Adding Address and Contact Information

Whenyoucreateabankaccountrecord,tomakebankinformationmorethorough andcomplete,we

recommendyouaddcontactandaddressinformationtotherecord.Youcanstoreallthisinformationonthe

AddressandContactnamebuttonsofthebankaccountrecord.

 Addingaddressinformationtoabankaccount

record

1. OntheBanktabofanewbankaccountrecord,clickAddress.TheNewAddressscreenopenstothe

Generaltab.

2. “UnitedStates”appearsautomaticallyintheCountryfield.tochangethis,selectanothercountry.

Glossary:Acontactisthenameoftheprimarypersonwithwhomyouconductbusiness.

BANK BASICS

3. IntheAddress,City,StateandZIPfields,enterthebank’saddress,city,stateandZIPCode.

4. Inthecontactgrid,selectacontacttypeintheContactTypecolumnandenterthenumberintheContact

Numbercolumn.

5. IntheAddressasitwillbeprintedbox,verifytheaddress

isformattedthewayyouwantittoappearon

reportsandmailings.

6. TolinktheaddressyoujustenteredwiththeAddressboxontheBanktabofthebankaccountrecord,

leaveSynchronizewithindividualaddressfieldsmarked.

IfyoumakeeditstotheaddressintheAddressas

itwillbeprintedboxandleaveSynchronizewith

individualaddressfieldsmarked,changesdefaultbacktotheindividualaddressfields.Toedittheaddress

intheboxwithoutaffectingtheindividualaddressfields,unmarkSynchronizewithindividualaddress

fields.

7. ClickOKtoreturntotheBanktab.Theaddressappearsin

theAddressfield.

8. TosavethebankrecordandreturntotheBankspage,clickSaveandClose.

Note:TheZIPCodecanbeeitherafive‐digitZIPCodeorZIP + 4code.

CHAPTER

 Addingacontacttoabankaccountrecord

1. OntheBanktabofanewaccountrecord,clickContactname.TheNamescreenappears.

2. IntheTitle 1andTitle 2fields,selecttitlesforthecontact,forexample,“Ms.”or“Dr.”.

3. IntheFirstname,MiddlenameandLastnamefields,enter

thecontact’sfirstname.

4. IntheSuffix 1andSuffix 2fields,selectformalsuffixessuchas“CPA”or“Ph.D.”

5. IntheFullnamefield,selectthecontact’sfullnameasitshouldappearoncorrespondence.

6. TolinkthecontactnameyoujustenteredwiththeContactnameboxofthebankaccountrecord,

leave

Synchronizefullnameandindividualnamefieldsmarked.

IfyoumakeeditstotheaddressintheAddressasitwillbeprintedboxandleaveSynchronizewith

individualaddressfieldsmarked,changesdefaultbacktotheindividualaddressfields.Toeditthe

addressintheboxwithoutaffectingthe

individualaddressfield,unmarkSynchronizewithindividual

addressfields.

7. ClickOK.YoureturntotheBank tab.Thecontact’snameappearsintheContactnamefield.

8. IntheContactpositionfield,enterthepositionthispersonholdsatthebank,forexample,“Account

Representative”.

BANK BASICS

9. Toprintthecontact’sposition onlabels,envelopes,orothercorrespondence,markPrint?.

10. TosavethebankrecordandreturntotheBankspage,clickSaveandClose.

Defining Cash Accounts

Beforeyoucanuseabankaccount,youmustdefinedefaultcashaccountinformationforthebankaccount.

Whenyoudefinecashaccounts,youassignanassetaccountnumberforeachprogramthatcanusethat bank

account.Theaccountcodeofthedefaultaccountnumberisusedtobuildallothercashaccounts.Allother

segmentvaluescanvarybasedonotherfactors.YoucanassigncashaccountsforAccountsPayable,Accounts

Receivable,CashReceipts,theoptionalmoduleCashManagement,andStudentBilling.

Tomakebankreconciliationeasier,westronglyrecommendthatyouassignthesameaccountcodetoall

accountingprogramsthatusethebankaccount.Westronglyrecommendthatyouassigneachaccountcodeto

onlyonebankaccount.Forexample,ifyouuse01‐1300‐00asthedefaultcashaccountinonebankaccount,we

recommendthatyoudonotuseaccountcode1300forthedefaultcashaccountforanyotherbankaccount.

Whenyousetupacashaccount,youspecifythatcashisrecordedinasinglefundorinmultipl e funds.Ifyou

trackcashinasinglefund,cashisalwaysrecordedinthefundyouselectasthedefaultcashaccount.Ifyou

requirethefundtobalancebysegments,acashaccountiscreatedforeachsegment.Forexample,iffund02has

segments01,02,and03,cashaccountsarecreatedforallthreesegments.Balancinginterfundentriesare

createdforthecashaccountwhendistributionsforassociatedtransactionsareinotherfunds.

Ifyoutrackcashinmultiplefunds,cashaccountentriesaredeterminedbythefundsinthedistributionsofthe

associatedtransactions.Whenyoutrackcashinmultiplefunds,theprogramdoesnotcreatebalancinginterfund

entriesforthecashaccountbecausetheyarenotnecessary.IfyouhavetheoptionalmoduleCashManagement

andwanttotrackthosetransactionsbyfund,werecommendyoutrack cashinmultiplefunds.

Warning:Youcannotuseabankaccountinanyoftheprogramsuntilyoudefinecashaccounts.

Warning:Westronglyrecommendthatyouassigneachcashaccountcodetoonlyonebankaccount.

Note:IfyouhavetheoptionalmoduleCashManagementandwanttotrackthosetransactionsbyfund,we

recommendyoutrackcashinmultiplefunds.

CHAPTER

ChangingdefaultcashaccountscouldcauseproblemswhenyoureconcilethebankaccounttoGeneralLedger.

Tochangeadefaultcashaccount,westronglyrecommendthatyoucreateajournalentrytomovethecashfrom

theoldaccounttothenewaccount.MakesurethebusinessruleAllowjournal

entriestocashaccountswithout

adjustingthebankregisterismarkedinConfigurationinGeneralLedgerbeforeposting.Formoreinformation

aboutposting,seetheAdministrationchapteroftheAdministrationGuideforThe FinancialEdge.

Youcanchangewhetheracashaccounttrackscashinoneormultiplefunds.Ifyou

do,anytransactionscreated

afterthechangeusethenewsetting;however,thisdoesnotimpactanyexistingtransactions.Youcanmake

manualjournalentriestodistributecashaccountbalancesintheledger.

 Definingcashaccounts

1. Fromanopenbankaccountrecord,selecttheBanktab.

2. Inthegridatthebottom

ofthescreen,select“Definecashaccount(s)”intheAccountSetupcolumnfor

eachprogramtodefinecashaccountsfor.

3. IntheTrackCashIncolumn,selectwhetherthecashaccountwilluseonefundormultiplefunds.

Ifyoutrackcashinasinglefund,cashisalwaysrecordedin

thefundyouselectasthedefaultcash

account.Ifyoutrackcashinmultiplefunds,cashaccountentriesaredeterminedbythefundsinthe

distributionsoftheassociatedtransactions.IfyouhavetheoptionalmoduleCashManagementandwant

totrackthosetransactionsbyfund,werecommendyoutrack

cashinmultiplefunds.

4. IntheDefaultCashAccountcolumn,selecttheGeneralLedgercashaccountnumber.Acashaccount

mustbeanexistingaccount,regardlessofwhetheritistrackedinonefundormultiplefunds.

Warning:Tochangeadefaultcashaccount,westronglyrecommendthatyoucreateajournalentrytomove

thecashfromtheoldaccounttothenewaccount.

Warning:Youmustuseonecashaccountcodeforeachbankaccount.Thatis,ifthecashaccountforBaybank

is01‐1300,thennootherbankcanuseaccountcode1300foritscashaccount.

Warning:Tomakebankreconciliationeasier,westronglyrecommendthatyouassignthesamecashaccount

codetoallprogramsthatwillusethebankaccountandthatyouassigneachcashaccountcodetoonlyone

bankaccount.

BANK BASICS

5. ToclosetherecordandreturntotheBankspage,clickSaveandClose.

Formatting Payment Information

OnthePaymentstab,yousetuppaymentinformationforthebankaccountrecordyouhaveopen.Onthistab,

youselectthetypesofpaymenttransactionsyoucanuseforthebankaccountandhoweachpaymenttype

shouldbenumbered.Formoreinformationaboutsettinguppaymentinformation,see“Se

ttingUpPayment

TransactionTypes”onpage 13.

UsingEditPaymentOptions,youcandefineformatsforchecksandEFTroutingandlogoncards.Formore

informationaboutusingEditPaymentOptions,see“DefiningDefaultPaymentOptions”onpage 17.

Ifyouprintchecksonblankpaper,clickMICRLinetocustomizeMICR(m

agneticinkcharacterrecognition)

selections.FormoreinformationaboutMICR,see“FormattingMICRLines”onpage 15.

IntheBydefault,printtransactionstothisprinterfield,selecttheprintertouseautomaticallywhenmaking

paymenttransactionsfromtheopenbankaccountrecord.IntheDefaultformfieldforchecksandEFTpaym

ents,

youcanselectthepreprintedorblankformtousebydefaultforthattypeofpayment.

Setting Up Payment Transaction Types

OnthePaymentstab,youselectforthebankaccountthetypesofpaymenttransactionsyoucanuseineach

program.Eachprogramcanusedifferenttransactiontypes:

• AccountsPayable —InAccountsPayable,youcancreatecomputerchecks,manualchecks,one‐time

checks,andbankdrafts.

• CashManagement —InCashManagement,yo

ucancreateadjustments.

• AccountsReceivable —InAccountsReceivable,youcancreaterefundchecks.

• StudentBilling —InStudentBilling,youcancreateone‐timechecksandmanualchecks.

Onthistab,youcansetnumbe

ringforpaymenttransactionsbyselectingthenumbertobegintheseriesof

transactions.Youcanuseasharednumberingseriesforpaymenttransactions.Forexample,youcanspecifythat

refundchec

ksinAccountsReceivableandStudentBillingsharethenumberingseriesstartingwith1001.

Glossary:MICRstandsformagneticinkcharacterrecognitionandisusedtodescribethespecialnumbersand

symbolsseenatthebottomofchecks,andthetechnologyandprocessesusedtoproduceandanalyzethese

characters.

CHAPTER

 Settinguppaymenttransactiontypes

1. Fromanopenbankaccountrecord,selectthePaymentstab.

2. IntheAllow?column,markthecheckboxforeachtransactiontypetouseforeachprogram.Forexample,

tospecify thatone‐timechecksinAccountsPayablecanbemadeinthisbankaccount,inthe

Accounts

Payablerowwith“One‐TimeCheck”intheTransactionTypecolumn,markthecheckboxintheAllow?

column.

3. IntheNumberingcolumn:

•Tospecifythenumbertobeginnumbering,select“Startwith”andenterthefirstnumberofthe

transactionintheNextNumbercolumn.Forexample,tonumberthefirst

computercheckinAccounts

Payable1001,enter“1001”intheNextNumbercolumn.

•Tousethesamerangeasanothertransactiontype,select“Samerangeas”intheNumberingcolumn

andselectthetransactiontypewiththerangeyouwantthistransactiontypeincludedin.Forexample,

toincludeone‐time

checksinAccountsReceivableandStudentBillinginthesamenumberingrange,

select“AccountsPayableOne‐TimeChecksumtheNextNumbercolumn.

Warning:IfyouunmarkthecheckboxintheAllow?columnandthereareinvoiceswithabalance,yougeta

messagewarningyouthatyoucannotpaytheseinvoicesfromthisbankaccount.

BANK BASICS

4. IntheMaximumAmountcolumn,enterthemaximumdollaramountallowedforthattypeof

transaction.

5. ToclosetherecordandreturntotheBankspage,clickSaveandClose.

TocontinueformattingpaymentinformationclickMICRLineorEditPaymentOptions.Formore

informationaboutdefiningtheMICRline,see

“FormattingMICRLines”onpage 15.Formoreinformation

abouteditingdefaultpa yments,see“DefiningDefaultPaymentOptions”onpage 17.

Formatting MICR Lines

IfyouhavetheoptionalmoduleForms,youcansetparametersforprintingblankpaperchecksforabank

account.OntheCustomMICRLinescreen,youenterinformationtocreatetheMICRlineyourbankrequiresto

identifytheblankpapercheckandsuccessfullytransferfunds.Youmustwork

withyourbankandfollowtherules

setforthbytheAmericanBankersAssociationtoensureyouformatthelinecorrectly.TheMICRlineandABA

numberyouformatonthisscreenisusedonlyforthebankaccountinwhichyouareworking.

Glossary:MICRstandsformagneticinkcharacterrecognitionandisusedtodescribethespecialnumbersand

symbolsseenatthebottomofchecks,andthetechnologyandprocessesusedtoproduceandanalyzethese

characters.

CHAPTER

 FormattingtheMICRlineforblankpaperchecks

1. Fromanopenbankaccountrecord,selectthePaymentstab.

2. ClickMICRLine.TheCustomMICRLinescreenappears.

3. SelectAuxiliaryOn‐Usfieldontheleft.ThegridontherightdisplaysthedefaultcharactersfortheMICR

Auxiliar ycode.

4. IntheMaximum

checknumberlengthfield,selectthenumberofcharactersforthechecknumberfield.

Youcanselecttousefromonetoninecharacters.

5. IntheField/Charactercolumn,selectthecharacterstoappearintheauxiliarysegmentoftheMICRline.

Youcanselect“Blank”,“Checknumber”,“On‐Ussymbol”,“<Dash

symbol>”,or“User‐defined”.

6. InthePositioncolumn,selectthepositionofthecharacter.TheValuecolumndisplaysthecharacter

selected.TheValuecolumnisnon‐editableforallfield/characteroptionsexcept“User‐defined”,for

whichyoucanenteranynumericcharacters.ThePrintExampledisplayatthebottomshowsyou

what

theMICRline lookslikeaccordingtotheselectionsinthegrid.

7. SelectRoutingfieldontheleft.ThegridontherightdisplaysthedefaultcharactersfortheRoutingcode.

8. IntheField/Charactercolumn,selectthecharacterstoappearintheroutingcodesegmentoftheMICR

line.You

canselect“<Blank>”,“<Checknumber>”,“<Transitsymbol>”,“<Dashsymbol>”,or

“User‐defined”.

9. InthePositioncolumn,selectthepositionofthecharacter.TheValuecolumndisplaysthecharacter

selected.TheValuecolumnisnon‐editableforallfield/characteroptionsexcept“User‐defined”,for

whichyoucanenteranynumericcharacters.The

PrintExampledisplayatthebottomshowsyouwhat

theMICRline lookslikeaccordingtotheselectionsinthegrid.

BANK BASICS

10. SelectOn‐Usfieldontheleft.ThegridontherightdisplaysthedefaultcharactersfortheMICRon‐usfield

code.

11. IntheField/Charactercolumn,selectthecharacterstoappearintheon‐ussegmentoftheMICRline.You

canselect“<Blank>”,“Accountnumber”,“On‐Ussymbol”,“<Dashsymbol>”,or“User‐defined”.

12. InthePositioncolumn,selectthepositionofthecharacter.TheValuecolumndisplaysthecharacter

selected.TheValuecolumnisnon‐editableforallfield/characteroptionsexcept“User‐defined”,for

whichyoucanenteranynumericcharacters.ThePrintExampledisplayatthebottomshowsyouwhat

theMICRline lookslikeaccordingtotheselectionsinthegrid.

13. TosavetheMICRlineformattingselectionsandreturntothePaymentstab,clickOK.

Defining Default Payment Options

OnthePaymentstab,todefinedefaultpaymentoptions,selectapaymenttypeinthegridandclickEditPayment

Options.SelectionsontheDefaultPaymentOptionsscreenvary,dependingonthepaymenttypeyouselect.You

candefinepaymentoptionsfor:

• ComputerchecksinAccountsPayable

• One‐timechecksinAccountsPayableandStudentBilling

Default Payment Options for Accounts Payable Computer Checks

Computerchecksarechecksprintedfromtheprogramusingblankorpreprintedchecks.

Check Format. Ifyouselectablankpapercheckformatasthedefaultform,youcanmakeformattingselections

withCheckFormat.

IntheTransitABAnumberfield,enterthenumbersuppliedbythebank.Toincludeanaddressonthecheck,

intheAddressframe,markIncludeandselecttheaddresstouse.Youcanselecttoprinttheaddressonthe

checkonly,checkstubonly,orcheckandstub.

MakeselectionstoprinttheorganizationorbanklogoonthecheckorcheckstubintheLogosframe.Toprint

thelogoofyourorganizationonthecheckstub,markIncludecheckstublogofromfile.Clicktheellipsisto

locatethefilewhereyourlogoissavedin*.bmp,*.gif,or*.jpgformat.

Note:CheckFormatappearsonlyifyouselectablankcheckformintheDefaultformfield.

CHAPTER

Toprintthelogoforyourorganizationorbank,markIncludechecklogoforthe[]fromfileandselect

OrganizationorBank.Clicktheellipsistolocatethefilewhereyourlogoissavedin*.bmp,*.gif,or*.jpg

format.

Inthefieldabovethedisplay,selectChecklogoor

Checkstublogotoseeasampleofthelogotoappearon

checks.

Check Alignment. Todefinethealignmentofchecksonforms,selectCheckAlignmentontheleftofthe

DefaultPaymentOptionsscreen.

IntheVerticalalignmentfield,selectDefaultalignment,Moveprintedinformationup,orMoveprinted

informationdown.

IfyouselectMoveprintedinformationuporMoveprintedinformationdown,youcanselectthedistanceto

movetheinformation.Forexample,ifyouselectMoveprintedinformationupintheVerticalalignmentfield,

enter.02,andselectInches,theinformationprints.02inchhigheronthecheck.

Inthe

Horizontalalignmentfield,selectDefaultalignment,Moveprintedinformationleft,orMoveprinted

informationright.

IfyouselectMoveprintedinformationleftorMoveprintedinformationright,youcanselectthedistanceto

movetheinformation.Forexample,ifyouselectMoveprintedinformationleftintheHorizontalalignment

field,enter

.02,andselectInches,theinformationprints.02inchtowardtheleftonthecheck.

Address Alignment. Todefinethealignmentofaddressesonforms,selectAddressAlignmentontheleftof

theDefaultPaymentOptionsscreen.

IntheVerticalalignmentandHorizontalalignmentfields,selectDefaultalignment,Moveprinted

informationup,

orMoveprintedinformationdown.

IfyouselectMoveprintedinformationuporMoveprintedinformationdown,youcanselectthedistanceto

movetheaddress.Forexample,ifyouselectMoveprintedinformationupintheVerticalalignmentfieldand

enter2,theaddressprints.02inchhigheronthe

check.

Note:Thereisroomonthechecktoprinteitheryourorganizationlogoorthebanklogo,butnotboth.

BANK BASICS

Check Stub Information. Toselectinformationtoprintoncheckstubs,selectCheckStubInformationonthe

leftoftheDefaultPaymentOptionsscreen.

InthePrintthisinformationonthecheckstubbox,markan yorallofthecheckboxes:VendorID,TaxID

Number,Contact,Fax,Phone,orEmail.



InthePrintinvoicesonthecheckstubinthisordergrid,selecthowtoitemizeinvoicesonthecheckstub.For

example,tolistinvoicesbyinvoicenumberwiththelowestnumberfirst,intheSortBycolumnselectInvoice

Number.IntheOrderBycolumn,selectAscending.

To

printcreditmemoapplicationsonthecheckstub,markShowtheapplicationofeachcreditmemo.

Toshowthediscountamountasrecordedonthevendorrecord,leaveShowtheDiscountcolumnmarked.

Electronic Signature 1. Toprintanelectronicsignatureoncomputerchecks,selectElectronicSignature 1on

theleftoftheDefault

PaymentOptionsscreen.Ifyourequiretwosignaturesonchecks,useElectronic

Signature 1toprintasthetopsignature.

Glossary:Acontactisthenameoftheprimarypersonwithwhomyouconductbusiness.Fromanopenbank

accountrecord,youcanentercontactinformationontheBanktab.

Note:Tosortevenfurther,youcansortbyInvoiceDateandInvoiceAmount.

Glossary:Anelectronicsignatureisascannedbitmapimageusedonchecksandpurchaseorders.

Note:Youcanprintelectronicsignaturesonchecksonlyifyouhavethesecurityrights.Formoreinformation

aboutsecurityrights,seetheAdministrationGuideforThe FinancialEdge.

CHAPTER

Inthefield,selectaruleforprintingsignatures.

•IfyouselectNeverprintsignature,checksrequiremanualsignatures.

•IfyouselectOfferoptionalsignature,markthecheckboxintheChoices?columnforeachsignatureto

makeavailable.

•IfyouselectAlwaysprintthissignature,selectthesignaturetoprint.

•Ifyouselect

Printsignaturebasedonamount,entertheamountrangeintheFromandTocolumnsand

selectthesignaturetousefortherange.

Toeditelectronicsignatures,clickEditSignatur es.Formoreinformationabouteditingsignatures,see“Editing

ElectronicSignatures”onpage 77.

Electronic Signature 2. Toprintasecondelectronicsignatureon

checks,selectElectronicSignature 2onthe

leftoftheDefaultPaymentOptionsscreen.Ifyourequiretwosignatures,useElectronicSignature 2toprint

asthebottomsignature.

Inthefield,selectaruleforprintingsignatures.

•IfyouselectNeverprintsignature,checksrequiremanualsignatures.

•IfyouselectOfferoptionalsignature,

markthecheckboxintheChoices?columnforeachsignatureto

makeavailable.

•IfyouselectAlwaysprintthissignature,selectthesignaturetoprint.

•IfyouselectPrintsignaturebasedonamount,entertheamountrangeintheFromandTocolumnsand

selectthesignaturetousefortherange.

Toeditelectronicsignatures,clickEditSignatur es.Formoreinformationabouteditingsignatures,see“Editing

ElectronicSignatures”onpage 77.

Note:Electronicsignaturesareavailableonlyforcomputerchecksandone‐timechecks.

Note:Youcanprintmessagesonlyifyouuseablankpapercheckformat.

BANK BASICS

Messages. Toprintamessageonblankpaperchecks,selectMessagesontheleftoftheDefaultPayment

Optionsscreen.

IntheMessage 1andMessage 2fields,enterthetexttoprint.TheExamplesofMessagesdisplayprovides

samplemessages.

Notes. Toprintanoteoncomputerchecks,selectNotesontheleft

oftheDefaultPaymentOptionsscreen.

MarkPrintNoteonCheckandselectorenterthenotetoprint.

•IfyoumarkPrintthe,youcanselecttoprinttheCheckdescription,NotefromVendor,Accountnumberand

description,ProjectIDanddescription,ExistingEndowments,Spendable/Non‐Spendable,orClass.

•Ifyou

markPrintthisnote,youcanenteryourownnote.

Ifyouselectasingle‐stubcheckformat,youcanmarkPrintNoteonCheckStubandselectorenteranoteto

printonthestub.

Print Format. Toselectaprintingformat,selectPrintFormatontheleftofthe

DefaultPaymentOptionsscreen.

SelectaformatinthePrintformatfield.

• SelectTotalPerCheckPrintingtoprinteachcheckfortheamountofthetransactionsthatcanfitonthe

checkstub.Additionalchecksarecreatedbasedonthenumberoftransactionsfittingonacheckstub.

Glossary:Aclassisasubcategorythatdefineshowfundsaredesignatedforuse.Youcancategorizeclassas

unrestricted,restricted,ortemporarilyrestrictedforFAS 117reporting.Youdefine classesinConfigurationin

GeneralLedger.

CHAPTER

• SelectAdditionalDocumentCheckPrintingtoprintonecheckforthetotalamountandprintalltransaction

detailsonaseparatesheetregardlessofthenumberoftransactionsonthecheckstub.MarkPrintthe

transactiondetailsheetsorExportthetransactiondetailsheetstoprintorexporttransactiondetails.To



printthedistributionforthepayment,markShowdistributionforthesecharacteristicsandmarkthe

checkboxesfortheinformationtoappearwiththetransactions.

• SelectCombinationCheckPrintingtoprintonecheckforthetotalamountandprintanytransactionsnot

fittingonthecheckstubonaseparatesheetof

paper.MarkPrintthetransactiondetailsheetsorExport

thetransactiondetailsheetstoprintorexporttransactiondetails.

Organization Name. Toprintyourorganization’snameonablankpapercheck,selectOrganizationNameon

theleftoftheDefaultPaymentOptionsscreen.

MarkShowOrganizationNameandenterthenameinthe

Organizationnamefield.

Default Payment Options for Accounts Payable Electronic Funds Transfers

EFTsaretransactionsmadethroughcomputerdatabasesandelectronicfiles.Moneydoesnotphysicallychange

hands;ittransferselectronicallyfromoneaccountintoanotheraccount.IfyouhavetheoptionalmoduleEFT,

whichaddsfieldsandoptionstoareasofAccountsPayable,youcansendand

receiveelectronictransfers.

Check Alignment. Todefinethealignmentofchecksonforms,selectCheckAlignmentontheleftofthe

DefaultPaymentOptionsscreen.

IntheVerticalalignmentfield,selectDefaultalignment,Moveprintedinformationup,orMoveprinted

informationdown.

IfyouselectMoveprintedinformationuporMoveprintedinformation

down,youcanselectthedistanceto

movetheinformation.Forexample,ifyouselectMoveprintedinformationupintheVerticalalignmentfield,

enter.02,andselectInches,theinformationprints.02inchhigheronthecheck.

IntheHorizontalalignmentfield,selectDefaultalignment,Moveprintedinformationleft,or

Moveprinted

informationright.

Note:TotalsofitemsnotfittingonthecheckstubappearinthecategoryAllOthersonthecheckstub.

Note:Youcanprinttheorganizationnameonlyifyouuseablankpapercheckformat.

BANK BASICS

IfyouselectMoveprintedinformationleftorMoveprintedinformationright,youcanselectthedistanceto

movetheinformation.Forexample,ifyouselectMoveprintedinformationleftintheHorizontalalignment

field,enter.02,andselectInches,theinformationprints.02inchtowardtheleftonthecheck.

Address Alignment. Todefinethealignmentofaddressesonforms,selectAddressAlignmentontheleftof

theDefaultPaymentOptionsscreen.

IntheVerticalalignmentandHorizontalalignmentfields,selectDefaultalignment,Moveprinted

informationup,orMoveprintedinformationdown.

IfyouselectMoveprintedinformationuporMoveprintedinformation

down,youcanselectthedistanceto

movetheaddress.Forexample,ifyouselectMoveprintedinformationupintheVerticalalignmentfieldand

enter2,theaddressprints.02inchhigherontheform.

Check Stub Information. Toselectinformationtoprintoncheckstubs,selectCheckStubInformationonthe

leftoftheDefaultPaymentOptionsscreen.

InthePrintthisinformationonthecheckstubbox,markan yorallofthecheckboxes:Vendor ID,Tax ID

Number,Contact,Fax,Phone,orE‐mail.

InthePrintinvoicesonthecheckstubinthisordergrid,selecthowto

itemizeinvoicesonthecheckstub.For

example,tolistinvoicesbyinvoicenumberwiththelowestnumberfirst,intheSortBycolumnselectInvoice

Number.IntheOrderBycolumn,selectAscending.

Toprintcreditmemoapplicationsonthecheckstub,markShowtheapplicationofeachcredit

memo.

Toshowthediscountamountasrecordedinthevendorrecord,leaveShowtheDiscountcolumnmarked.

Note:Tosortevenfurther,youcansortbyInvoiceDateandInvoiceAmount.

CHAPTER

Messages. Toprintamessageonblankpaperchecks,selectMessagesontheleftoftheDefaultPayment

Optionsscreen.

IntheMessage 1andMessage 2fields,enterthetexttoprint.TheExamplesofMessagesdisplayprovides

samplemessages.

Notes. Toprintanoteonchecksandcheckstubs,selectNoteson

theleftoftheDefaultPaymentOptionsscreen.

•IfyoumarkPrintthe,youcanselecttoprinttheCheckdescription,NotefromVendor,Accountnumberand

description,Project IDanddescription,ExistingEndowments,Spendable/Non‐Spendable,orClass.

•IfyoumarkPrintthisnote,youcanenteryourownnote.If

youselectasingle‐stubEFTnoticeformat,you

canmarkPrintNoteonCheckStubandselectorenteranotetoprintonthestub.

Print Format. Toselectaprintingformat,selectPrintFormatontheleftoftheDefaultPaymentOptionsscreen.

MarkPrintNoteonCheckand

selectorenterthenotetoprint.

• SelectTotalPerCheckPrintingtoprinteachcheckfortheamountofthetransactionsthatcanfitonthe

checkstub.Additionalchecksarecreatedbasedonthenumberoftransactionsfittingonacheckstub.

Note:Youcanprintmessagesonlyifyouuseablankpaperformat.

Glossary:Aclassisasubcategorythatdefineshowfundsaredesignatedforuse.Youcancategorizeclassas

unrestricted,restricted,ortemporarilyrestrictedforFAS 117reporting.Youdefine classesinConfigurationin

GeneralLedger.

BANK BASICS

• SelectAdditionalDocumentCheckPrintingtoprintonecheckforthetotalamountandprintalltransaction

detailsonaseparatesheetregardlessofthenumberoftransactionsonthecheckstub.MarkPrintthe

transactiondetailsheetsorExportthetransactiondetailsheetstoprintorexporttransactiondetails.To



printthedistributionforthepayment,markShowdistributionforthesecharacteristicsandmarkthe

checkboxesfortheinformationtoappearwiththetransactions.

• SelectCombinationCheckPrintingtoprintonecheckforthetotalamountandprintanytransactionsnot

fittingonthecheckstubonaseparatesheetof

paper.MarkPrintthetransactiondetailsheetsorExport

thetransactiondetailsheetstoprintorexporttransactiondetails.

EFT General. TomakeformattingselectionsforEFTs,selectEFTGeneralontheleftoftheDefaultPayment

Optionsscreen.

IntheOutputfilenamefield,enterthepathandfilenameofthe

EFTfiletocreateorclicktheellipsesto

searchforafile.

Yourorganization’sFederal IDnumber,asdefinedinConfiguration,automaticallyappearsintheFederalID

numberfield.IntheImmediateOriginfield,selectTransit/Routingnumber,EIN,orOtherasthenumberfor

AccountsPayabletousewhencreating

theEFTfile.IfyouselectOther,enterthenumbertouse.IntheImm.

originnamefield,selectOrganizationnameorOther.IfyouselectOther,enterthenametouse.

Toprintthedepositlabel,bankname,transitnumber,andbankaccountnumberontheEFTnotice,mark

Include

vendorbankinformationonEFTnotice.

IntheFileFormatframe,enterareference,uptoeightcharacters,intheHeaderrecordreferencefield.To

automaticallycreateadebittransactionintheEFTfileduringthepaymentrun, markCreatedebit

transaction.IfyoumarkIncludecarriagereturn/linefeed,

theprogramappendsacarriagereturn/linefeed

toindicateendoflineintheEFTfile.

IntheMiscellaneousframe,youenteracodeintheEntrydescriptionfield.Thiscodecanbeupto10

characterslongandistransmittedtothebankwiththeEFTfile.IntheCompany ID

prefixfield,selectEIN,

DUNS,Userassigned,Userdefinedastheidentificationprefixforyourorganization.Youcanleavethisfield

blank.TheprogramaddstheprefixtothebeginningoftheIDwhenyougenerateanEFTfile.IfyouselectUser

defined,youmustenteranumberinthe

fieldontheright.IntheCompany IDnumberfield,enteraunique

identificationnumber,amaximumofninecharacters,foryourorganization.

Toincludevendorinformationintheindividualidentificationnumberfieldoftheoutputfile,markIdentify

vendorusingandselectVendorTax IDorVendor ID.

Note:TotalsofitemsnotfittingonthecheckstubappearinthecategoryAllOthersonthecheckstub.

CHAPTER

IfyoutransmitEFTfilesdirectlytotheFederalReserve,youcanmarkFormatfileforthisFederalReserve

Bankandenterthenameofthebankinthefield.EntertheroutingcodeforthebankintheFederalReserve

Bankroutingcodefield.

EFT Logon Cards. Toaddlogoncardsforan

EFTfile,selectEFTLogonCardsontheleftoftheDefaultPayment

Optionsscreen.

Youcanhaveamaximumoffivelogoncards.ClickInserttoaddalogoncardtothegrid.Enterthemaximum

lengthofthelogoncardintheLengthcolumn.Enteradescriptioninthe

ControlStringcolumn.Toallowan

unlimitednumberofcharactersinthecontrolstring,leavetheLengthcolumnblank.Todeletealogoncard,select

arowinthegridandclickDelete.Default Payment Options for Accounts Payable One-Time Checks

One‐timechecksarecheckpaymentsforpeopleorcompaniesyouwillnotmakepaymentsto

again,forexample,

graduationspeakersorrefundstostudents.One‐timecheckshelpyoulimitthenumberofvendorrecordssaved

inyourdatabase.

Check Format. Ifyouselectablankpapercheckformatasthedefaultform,youcanmakeformattingselections

withCheckFormat.

Note:Tofindoutifyourbankrequireslogoncards,contactarepresentativeatthefinancialinstitution.

Note:CheckFormatappearsonlyifyouselectablankcheckformintheDefaultformfieldonthePayments

tab.

BANK BASICS

IntheTransitABAnumberfield,enterthenumbersuppliedbythebank.Toincludeanaddressonthecheck,

intheAddressframe,markIncludeandselecttheaddresstouse.Youcanselecttoprinttheaddressonthe

checkonly,checkstubonly,orcheckandstub.

Make

selectionstoprinttheorganizationorbanklogoonthecheckorcheckstubintheLogosframe.Toprint

thelogoofyourorganizationonthecheckstub,markIncludecheckstublogofromfile.Clicktheellipsisto

locatethefilewhereyourlogoissavedin*.bmp,

*.gif,or*.jpgformat.

Toprintthelogoforyourorganizationorbank,markIncludechecklogoforthe[]fromfileandselect

OrganizationorBank.Clicktheellipsistolocatethefilewhereyourlogoissavedin*.bmp,*.gif,or*.jpg

format.

Inthefieldabovethedisplay,

selectChecklogoorCheckstublogotoseeasampleofthelogotoappearon

checks.

Check Alignment. Todefinethealignmentofchecksonforms,selectCheckAlignmentontheleftofthe

DefaultPaymentOptionsscreen.

IntheVerticalalignmentfield,selectDefaultalignment,Moveprintedinformationup,or

Moveprinted

informationdown.

IfyouselectMoveprintedinformationuporMoveprintedinformationdown,youcanselectthedistanceto

movetheinformation.Forexample,ifyouselectMoveprintedinformationupintheVerticalalignmentfield,

enter.02,andselectInches,theinformationprints.02inchhigher

onthecheck.

IntheHorizontalalignmentfield,selectDefaultalignment,Moveprintedinformationleft,orMoveprinted

informationright.

IfyouselectMoveprintedinformationleftorMoveprintedinformationright,youcanselectthedistanceto

movetheinformation.Forexample,ifyouselectMoveprintedinformationleftin

theHorizontalalignment

field,enter.02,andselectInches,theinformationprints.02inchtowardtheleftonthecheck.

Address Alignment. Todefinethealignmentofaddressesonforms,selectAddressAlignmentontheleftof

theDefaultPaymentOptionsscreen.

IntheVerticalalignmentandHorizontalalignmentfields,selectDefaultalignment,

Moveprinted

informationup,orMoveprintedinformationdown.

Note:Thereisroomonthechecktoprinteitheryourorganizationlogoorthebanklogo,butnotboth.

CHAPTER

IfyouselectMoveprintedinformationuporMoveprintedinformationdown,youcanselectthedistanceto

movetheaddress.Forexample,ifyouselectMoveprintedinformationupintheVerticalalignmentfieldand

enter2,theaddressprints.02inchhigheronthecheck.

Check Stub Information. Toselectinformationto

printoncheckstubs,selectCheckStubInformationonthe

leftoftheDefaultPaymentOptionsscreen.

InthePrintthisinformationonthecheckstubbox,markan yorallofthecheckboxes:TaxIDNumber,

Contact,Fax,Phone,orEmail.Ifyouareusingablank

papercheck,youcanincludeonlycontactinformation.

Toshowthediscountamountasrecordedinthevendorrecord,leaveShowtheDiscountcolumnmarked.

Electronic Signature 1. Toprintanelectronicsignatureonone‐timechecks,selectElectronicSignature 1on

theleftoftheDefaultPaymentOptionsscreen.Ifyourequiretwosignatures

onchecks,useElectronic

Signature 1toprintasthetopsignature.

Inthefield,selectaruleforprintingsignatures.

•IfyouselectNeverprintsignature,checksrequiremanualsignatures.

•IfyouselectOfferoptionalsignature,markthecheckboxintheChoices?columnforeachsignatureto

makeavailable.

•IfyouselectAlways

printthissignature,selectthesignaturetoprint.

•IfyouselectPrintsignaturebasedonamount,entertheamountrangeintheFromandTocolumnsand

selectthesignaturetousefortherange.

Toeditelectronicsignatures,clickEditSignatur es.Formoreinformationabouteditingsignatures,see“Editing

Electronic

Signatures”onpage 77.

Glossary:Anelectronicsignatureisascannedbitmapimageusedonchecksandpurchaseorders.

Note:Youcanprintelectronicsignaturesonchecksonlyif youhavethesecurityrights.Formoreinformation

aboutsecurityrights,seetheAdministrationGuideforThe FinancialEdge.

Note:Electronicsignaturesareavailableonlyforcomputerchecksandone‐timechecks.

BANK BASICS

Electronic Signature 2. Toprintasecondelectronicsignatureonchecks,selectElectronicSignature 2onthe

leftoftheDefaultPaymentOptionsscreen.Ifyourequiretwosignatures,useElectronicSignature 2toprint

asthebottomsignature.

Inthefield,selectaruleforprintingsignatures.

•IfyouselectNeverprintsignature,checksrequire

manualsignatures.

•IfyouselectOfferoptionalsignature,markthecheckboxintheChoices?columnforeachsignatureto

makeavailable.

•IfyouselectAlwaysprintthissignature,selectthesignaturetoprint.

•IfyouselectPrintsignaturebasedonamount,entertheamountrangeintheFromandTocolumnsand

selectthesignaturetousefortherange.

Toeditelectronicsignatures,clickEditSignatur es.Formoreinformationabouteditingsignatures,see“Editing

ElectronicSignatures”onpage 77.Inthefield,selectaruleforprintingsignatures:

Messages. Toprintamessageonblankpaperchecks,selectMessagesontheleftoftheDefault

Payment

Optionsscreen.

IntheMessage 1andMessage 2fields,enterthetexttoprint.TheExamplesofMessagesdisplayprovides

samplemessages.

Note:Youcanprintmessagesonlyifyouuseablankpapercheckformat.

CHAPTER

Notes. Toprintanoteonone‐timechecks,selectNotesontheleftoftheDefaultPaymentOptionsscreen.

MarkPrintNoteonCheckandselectorenterthenotetoprint.

•IfyoumarkPrintthe,youcanselecttoprinttheCheckdescription,NotefromVendor,Accountnumberand

description,Project IDanddescription,ExistingEndowments,Spendable/Non‐Spendable,orClass.

•IfyoumarkPrintthisnote,youcanenteryourownnote.

Ifyouselectasingle‐stubcheckformat,youcanmarkPrintNoteonCheckStubandselectorenteranoteto

printonthestub.

Organization Name. Toprintyourorganization’snameonablankpapercheck,selectOrganizationNameon

theleftoftheDefaultPaymentOptionsscreen.

MarkShowOrganizationNameandenterthenameintheOrganizationnamefield.



Glossary:Aclassisasubcategorythatdefineshowfundsaredesignatedforuse.Youcancategorizeclassas

unrestricted,restricted,ortemporarilyrestrictedforFAS 117reporting.YoudefineclassesinConfigurationin

GeneralLedger.

Note:Youcanprinttheorganizationnameonlyifyouuseablankpape rcheckformat.

BANK BASICS

CHAPTER

BANK BASICS

CHAPTER

BANK BASICS

CHAPTER

BANK BASICS

CHAPTER

BANK BASICS

CHAPTER

BANK BASICS

CHAPTER

BANK BASICS

Formatting Deposit Information

OntheDepositstabofabankaccountrecord,youcansetupdepositinformationforthebankaccount.Onthis

tab,youselecttheprogramsthatwillcreatedepositsanddefinede positoptions.Formoreinformationabout

deposittypes,see“SelectingDepositTypes”onpage 43.

UsingtheEditDepositOptionsbutton,youcanformatEFTroutingandlogonca

rdsfordeposits.Formore

informationaboutusingEditDepositOptions,see“DefiningDefaultDepositOptions”onpage 44.

Selecting Deposit Types

OntheDepositstabofabankaccountrecord,youselecttheprogramsthatcancreatedepositsforthebank

account:AccountsReceivable,CashReceipts,andStudentBilling.Onlytheprogramsyouhaveappearinthegrid

ontheDepositstab.

 SelectingdeposittypesontheDepositstab

Note:YoucreatedepositsinDeposittasks.FormoreinformationaboutcreatingdepositsinBanks,see

“CreatingNewDeposits”onpage 116.

Note:Beforeyoucancreatedepositsorpayments,youmustdefinecashaccountinformationforeachbank

accountyouplantouseforaccountsreceivabletransactions.Formoreinformationaboutdefiningcash

accounts,see“DefiningCashAccounts”onpage 11.

CHAPTER

1. FromanopenbankaccountrecordinAccountsReceivable,CashReceipts,orStudentBilling,selectthe

Depositstab.

2. IntheAllow?column,allthecheckboxesaremarkedautomaticallytoindicatethatAccountsReceivable,

CashReceipts,andStudentBillingcancreatedeposits.Topreventdepositsfrombeingcreatedin

any

program,unmarkthecheckboxintheAllow?column.

IfyouselectStudentBillingorAccountsReceivableinthegrid,youcaneditdepositoptionsforEFTs.For

moreinformationaboutdefaultdepositoptions,see“DefiningDefaultDepositOptions”onpage 44.

3. ToclosetherecordandreturntotheBankspage,click

SaveandClose.

Defining Default Deposit Options

YoucandefinedefaultdepositoptionsforEFTsinAccountsReceivableandStudentBillingontheDepositstab.

WhenyouselecttheAccountsReceivableorStudentBillingrowinthegrid,EditDepositOptionsbecomesactive

soyoucanaccesstheDefaultDepositOptionsscreen.

Electronicfundstransfers(EFTs)aretransactions

madethroughcomputerdatabasesandelectronicfiles.Money

doesnotphysicallychangehands;ittransferselectronicallyfromoneaccountintoanotheraccount.Ifyouhave

theoptionalmoduleEFT,whichaddsfieldsandoptionstoareasofAccountsReceivableandStudentBilling,you

cansendandreceiveelectronictransfers.For

moreinformationaboutcreatingEFTs,see“CreatingEFTFiles”on

page 121.

BANK BASICS

EFT General. TomakeformattingselectionsforEFTs,selectEFTGeneralontheleftoftheDefaultDeposit

Optionsscreen.

IntheOutputfilenamefield,enterthepathandfilenameoftheEFTfiletocreateorclicktheellipsesto

searchforafile.



IntheCompany IDprefixfield,select

EIN,DUNS,Userassigned,Userdefinedastheidentificationprefixfor

yourorganiza tion.Youcanleavethisfieldblank.TheprogramaddstheprefixtothebeginningoftheIDwhen

yougenerateanEFTfile.IfyouselectUserdefined,youmustenteranumberinthefieldontheright.Inthe

Company IDnumberfield,enterauniqueidentificationnumber,amaximumofninecharacters,foryour

organization.

IntheImmediateOriginfield,selectTransit/Routingnumber,EIN,orOtherasthenumberforAccounts

ReceivableorStudentBillingtousewhencreatingtheEFTfile.IfyouselectOther,

enterthenumbertouse.

IntheImmediateOriginfield,selectTransit/Routingnumber,EIN,orOtherasthenumberforAccounts

ReceivableorStudentBillingtousewhencreatingtheEFTfile.IfyouselectOther,enterthenumbertouse.

IntheImm.orig.namefield,selectOrganizationnameor

Other.IfyouselectOther,enterthenametouse.

IntheFileFormatframe,enterareference,uptoeightcharacters,intheHeaderrecordreferencefield.To

automaticallycreateacredittransactionintheEFTfileduringthedepositrun,markCreatecredit

transaction.IfyoumarkInclude

carriagereturn/linefeed,theprogramappendsacarriagereturn/linefeed

toindicatetheendofthelineintheEFTfile .

IntheMiscellaneousframe,youcanenteracodeintheEntrydescriptionfield.Thiscodecanbeupto10

characterslongandistransmittedtothebank

withtheEFTfile.IntheCompany IDprefixfield,selectEIN,

DUNS,Userassigned,orUserdefinedastheidentificationprefixforyourorganization.Youcanleavethisfield

blank.TheprogramaddstheprefixtothebeginningoftheIDwhenyougenerateanEFTfile.IfyouselectUser



defined,youmustenteranumberinthefieldontheright.



ToincluderecordinformationintheidentificationnumberfieldoftheEFTfile,markIdentifyrecord/client

usingandselectRecord ID/Client IDorSSN/CFDA#.

Note:Ifyourbankrequiresa10‐digitnumber,theprogramusesthecompany IDprefixasthefirstofthe10

digitsandthecompany IDnumberastheremainingnine.

Note:IfyouselectRecord ID,thisistheStudent IDonstudentrecords,Individual IDonindividualrecords,and

Organization IDonorganizationrecords.

CHAPTER

IfyoutransmitEFTfilesdirectlytotheFederalReserve,youcanmarkFormatfileforthisFederalReserve

Bankandenterthenameofthebankinthefield.EntertheroutingcodeforthebankintheFederalReserve

Bankroutingcodefield.



EFT Logon Cards. Toaddlogoncardsfor

anEFTfile,selectEFTLogonCardsontheleftoftheDef aultDeposit

Optionsscreen.

Youcanhaveamaximumoffivelogoncards.ClickInserttoaddalogoncardtothegrid.Enterthemaximum

lengthofthelogoncardintheLengthcolumn.EnteradescriptionintheControlStringcolumn.Toallowan

unlimitednumberofcharactersinthecontrolstring,leavetheLengthcolumnblank.Todeletealogoncard,

selectarowinthegridandclickDelete.

Adding Adjustment Categories

Adjustmenttransactionsareusedtorecordbankaccounttransactionssuchasinterestearned,servicecharges,

balanceadjustments,andtransfersbetweenbankaccounts.IfyouhavetheoptionalmoduleCashManagement,

youcancreateadjustmentcategoriesontheAdjustmentCategoriestabforadjustmenttransactionsyoucreate

regularly,suchasinterestearned,

servicecharges,balanceadjustments,andtransfersbetweenbankaccounts.

Usingadjustmentcategoriesreducesdataentrytime,ensuresaccuracy,andspeedsreconciliation.Forexample,

ifyouhaveamonthlybankservicefeeforchecking,youcancreateanadjustmentcategoryforthisfeethat

includesallthenecessaryinformationforthetransaction,

suchasthepaymentamount,thereferenceforthe

servicefee,youcancreateanadjustmenttransaction,selecttheadjustmentcategorycreatedforthistransaction

typeandalltheinformationforthispaymentis

enteredautomatically.Formoreinformationaboutcreating,

deleting,andreversingadjustmenttransactions,see“CreatingNewAdjustments”onpage 106.

Note:Tofindoutifyourbankrequireslogoncards,contactarepresentativeatthefinancialinstitution.

Glossary:Anadjustmentcategoryisatypeofadjustment,suchasaminimumbalancefeeormonthlyservice

charge,thataddsdetailintheregister.

Warning:BecarefulnottoclickDeleteonthetoolbar.Youmayinadvertentlydeletethebankaccountrecord.

BANK BASICS

TheAdjustmentCategoriestabdisplaysallsavedadjustmentcategories.Youcanopenasavedcategorytomake

changes,deleteanadjustmentcategory,orcopyanexistingcategorytocreateanewonebasedonitssettings.

 Addinganadjustmentcategory

1. Fromanopenbankaccountrecord,selecttheAdjustment Categoriestab.

2. Click

NewCategoryontheactionbar.TheNewAdjustmentCategoryscreenappears.

3. IntheCategoryfield,enteranamefortheadjustmentcategory.

4. IntheDatefield,enterthedatetouseasthedefaultwhencreatinganadjustmentofthistype.Youcan

select“<Today>”,“<CurrentPeriodStart>”,“<CurrentPeriod

End>”,or“<Blank>”.

5. EntertheamountoftheadjustmentintheAmountfieldorleaveitblanksoyoucandefinetheamount

whenyoucreatetheadjustment.

6. IntheTypefield,select“Deposit”,“Payment”,or“TransferOut”.The“Deposit”and“Payment”

transactiontypesdonotnecessarilyhavetobedeposits

orpayments.Thetermssimplymeana“Deposit”

increasestheaccountbalancewhilea“Payment”decreasestheaccountbalance.Forexample,aservice

feewouldbeapayment,whileacredittotheaccountwouldbeadeposit.

Ifyouselect“TransferOut”,theTransfertofieldappears.Inthisfield,

selectthebankaccounttotransfer

theamountto.

7. IntheReferencefield,enterajournalreference.Thisisthetextthatwillappearinthecheckregister.

Fortransfer‐typeadjustments,thetextenteredhereappearsinthebankregistersforbothbankaccounts

usedinthetransfer.Werecommend

thatyouchoosethisdescriptioncarefullysoitwillbemeaningfulin

bothaccounts.Forexample,“T r ansferfromBAYBANK‐SAVtoSCSL‐CHK”.

8. InthePoststatusfield,select“Notyetposted”or“Donotpost”.

Warning:IfyoudonothaverightsestablishedinSecuritytoaddnewadjustmentcategories,youcannotadda

category.

Note:YoucansetabusinessruleinConfigurationtoexclude“Donotpost”asapoststatusforadjustments.

CHAPTER

9. InthePostdatefield,selectthedefaultpostdateforadjustmentsofthistype.Select“<Adjustment

Date>”forthepostdatetoequalthedateselectedintheDatefield,orselect“<Today>”forthepostdate

toequalthedatetheadjustmentiscreated.

10. SelecttheDistributiontab.To

createadistributionfortheadjustment,designat edebitandcredit

accountsfortheadjustment,theamountstodistributetotheaccounts,andselectaclassforthe

distributionontheDistributiontab.IfyouhavetheoptionalmoduleProjectsandGrants,youcanclassify

theadjustmentusingtransactioncodes.For

moreinformationaboutdistributions,seetheConfiguration

GuideforGeneralLedger.

11. TosavetheadjustmentcategoryandreturntotheAdjustmentCategoriestab,clickSaveandClose.

Creating New Credit Card Account Records

YoucanaddanewcreditcardrecordfromBanks,whenyouselectNewcreditcardaccountfromthemainBanks

page.YoucanalsoaddacreditcardrecorddirectlyfromavendorrecordontheCreditCardstab.

Whenyoucreateacreditcardaccountrecord,youaddbasic

information,suchastheaccount,bankname,credit

cardtype,andcreditlimit.YoualsolinktothevendorwhowillmakethepaymentandsetuptheGLliability

account.

 Creatingacreditcardaccountrecord

1. FromGeneraltasksontheBankspage,clickNewcreditcardaccount.The

NewCreditCardAccount

recordopenstotheAccounttab.

2. EntertheAccount,AccountID,andBanknamefields.

3. Selectthecreditcardtype.

Warning:Whencreatingadjustmentdistributions,werecommendusingthecashaccountasthedebitaccount

fordeposittypeadjustmentsandthecashaccountasthecreditaccountonpaymentandtransfertype

adjustments.UsingadifferentaccountwillcausethebankregisterandGeneralLedgercashaccounttobeout

balance.

BANK BASICS

4. Enterthelastfourdigitsofthecreditcard.

5. EntertheAccountstatus.Yourchoicesinclude“Open”and“Closed.”

6. Specifythecreditlimtforthecreditcard.

7. Enterthevendorname.

8. EntertheGLliabilityaccount.Whenyouassignaliabilityaccounttoacreditcard,youmustdecideifyou

wanta

liabilityaccountforeachcreditcard,orifyouwantoneaccountforallcreditcards.

9. SelecttheCreditCardstab.Fromhere,youcanaddadditionalcardsandthecardholders.

10. Entereachcardholderandthelastfourdigitsofthecreditcardtheyuse.

11. Ifthecardiscurrentlyin

use,markActive.

12. SelectSaveandclose.

CHAPTER

2chapter

General Tasks

OpeningtheRegister .........................................................................53

BankRegisterScreen ........................

...................................................53

ViewMenu ................................................

.................................56

...............................................................57

Right‐ClickMenu...................................

.........................................57

EditingAccountDetails......

............................................................... ..59

EditingBankAccountInformation .................................

................................59

AddingNotes .................

.................................................................61

ViewingtheHistoryofChanges ................................

...................................63

EditingAccountUserOptions ............

......................................................63

SelectingOtherAccounts ............................................

.........................64

CreatingNewBankAccountRecords ......................

......................................65

FinancialEdgeCreditCardManagement .........

................................................65

CHAPTER

YoucanaccessbankaccountrecordsandregistersfromtheBankspage.Youcaneditbankandpaymentoptions

andcreatenewbankaccounts.LinkstothesetasksappearunderGeneraltasksontheBankspage.Theselinks

takeyoudirectlytowhereyouneedtobetoperformageneral

bankingtask.

•Openregister

•Editaccountdetails

•Editaccountuseroptions

•Selectanotheraccount

•Createanewaccount

GENERAL TASKS

Opening the Register

Becausethebankregisterisanintegralpartofbankingactivities,alargeamountofinformationismaintainedon

theBankRegisterscreen.YouopenabankaccountregisterfromtheBankspage.ClickOpenregisterfrom

Generaltasks,andtheregisterfortheselectedbankaccountappears.TheBank

youcanusetoquicklylocateinformationabouteverytransactioninabankaccount.Onthisscreen,youcan

filter,sort,andvoidtransactionsandviewtransactiondetails.

Bank Register Screen

Thereareseveralbuttons,fields,andmenusonthebankregisterscreenyoucanusetoquicklylocate

informationabouteverytransactioninabankaccount.

Transaction Filters. Usethisfieldtofilterthetransactionsdisplayedintheregister.

• Select“Showalltransactions”todisplayalltransactions.

• Select“Onlyshowspecifiedtransactions”toaccess

theTransactionFiltersscreen.Onthisscreenfilterthe

transactionsappearingintheregister.

• Select“Onlyshowoutstandingtransactions”toremoveallcleared,reconciled,andvoidedtransactionsfrom

thegrid.

• Select“Onlyshowvoidedtransactions”toshowonlyvoidedtransactions.

Voidedpaymentsappearintheregisteronlyiftheymeetallthree

oftheseconditions:1)theyareposted2)

thepaymentdateisbeforethestatementenddate3)thereversedate(notthevoiddate)isafterthe

statementenddate.

CHAPTER

Filters. ClickFilterstoaccesstotheTransactionFiltersscreenwhereyoucanfilterthetransactionsappearingin

theregister.

Sort. ClickSorttoaccesstheSorttheTransactionRegisterscreenwhereyoucansorttheordertransactions

appearintheregister.

Open. SelectatransactionandclickOpen.Therecordfor

theselectedtransactionappearssoyoucanviewor

edittransactiondetails.

GENERAL TASKS

Find. ClickFindtoaccesstheFindscreenwhereyoucanlocateaparticulartransactioninthegrid.

Void. SelectatransactionandclickVoidtovoidthetransaction.TheVoidscreenappears.Onlyclearedand

outstandingtransactionscanbevoidedorvoidedandpurged.Formoreinformationaboutrulesforvoiding



andpurgingpayments,see“VoidingSelectedPayments”onpage 74and“PurgingVoidedTransactions”on

page 76.

New Adjustment. ClickNewAdjustmenttoaccesstheNewAdjustmentscreenwhereyoucancreateanew

bankadjustment.Formoreinformationaboutcreatingnewadjustments,see“CreatingNewAdjustments”on

page 106.

Warning:Voidedpaymentsappearintheregisteronlyiftheymeetallthreeoftheseconditions:(1) Theyare

posted;(2) Thepaymentdateisbeforethestatementenddate;and(3) thereversedate,notthevoiddate,is

afterthestatementenddate.

CHAPTER

Summary. ClickSummarytoseeasummaryoftransactioninformationatthebottomofthescreen.

View Menu

FromtheViewmenu,youcanselecthowinformationappearsinthebankregister.

Toolbar. SelectToolbartohideorviewthetoolbar.

Status Bar. SelectStatusBartohideorviewthestatusbar.

Summary. SelectSummarytoviewasummaryoftransactioninformationatthebottomofthescreen.

Columns. Columnsintheregister

griddefaulttotheDate,Type,Source,Number,Payee,Status,Payment,

Deposit,Balance,andDateClearedcolumns.SelectColumnsfromtheViewmenutoaccesstheColumns

screen.Onthisscreenyoucanselectthecolumnstoseewhenyouopentheregister.

GENERAL TASKS

FromtheRegistermenu,youcanselectprocessesspecifictothebankregister.

Forinformationaboutmenusthroughouttheprogram,seetheProgramBasicsGuide.

Go to Another Bank Register. WhenyouselectRegister,GotoAnotherBankRegister,youaccesstheOpen

screensoyoucanselecttheregisterforanotherbankaccountin

AccountsPayable.

Go to Bank Account. WhenyouselectRegister,GotoBankAccount,youaccesstherecordfortheselected

bankaccount.Youcanvieworeditinformationinthebankaccountrecord.

Go to <Transaction Type>. WhenyouselectRegister,Goto<TransactionType>,therecordforthe

transactionselectedintheTypecolumn

opens.Youcanvieworeditinformationintherecord.Forexample,if

youselectacomputercheckintheregisterandselectRegister,GotoComputerCheck,therecordforthat

checkopens.

Void. WhenyouselectRegister,Void,youaccesstheVoidscreenfortheselectedtransaction.

Youcanonlyvoid

orvoidandpurgethepa ymentrecord.Formoreinformationaboutrulesforvoidingandpurgingpayments,

see“VoidingSelectedPayments”onpage 74and“PurgingVoidedTransactions”onpage 76.

Change status to. WhenyouselectRegister,Changestatusto,asubmenuappearssoyoucanselectCleared

orOutstanding

fortheselectedcheck.

Set Default Clear Date. WhenyouselectRegister,SetDefaultClearDate,youaccesstheClearTransactions

screensoyoucanenteradatetouseasthedefaultforclearedtransactionsintheregister.

Right-Click Menu

Ifyouselectatransactioninthegridandright‐click,amenuappearswithoptionsspecifictothattransaction

type.Forexample,ifyouright‐clickonaone‐timechecktransaction,thismenuappears.

Note:Youmusthavesecurityrightstovoidtransactions.Ifyoudonot,Voidisdisabled.Formoreinformation

aboutsecurityrights,seetheAdministrationGuideforThe FinancialEdge.

CHAPTER

Go to <Transaction Type>. SelectGoto<TransactionType>toopentheselectedtransaction.Youcanviewor

editinformationintherecord.

Change status to. SelectChangestatustotoaccessasubmenuwhereyoucanselectClearedorOutstanding

fortheselectedtransaction.

Set Default Clear Date. SelectSetDefaultClearDatetoaccesstheClearTransactionsscreenso

youcanenter

adatetouseasthedefaultforclearedtransactionsintheregister.

Void. SelectVoidtoaccesstheVoidscreenfortheselectedtransaction.Youcanvoidorvoidandpurgethe

paymentrecord.

Sort. SelectSorttoaccesstheSorttheTransactionRegisterscreenwhereyoucan

sorttheordertransactions

appearintheregister.

Refresh Register. SelectRefreshRegistertorefreshtheregistersoitdisplaysthelatestchanges.Youcanalso

clickF5torefresh.

Find. SelectFindtoaccesstheFindscreenwhereyoucanlocateaparticulartransactioninthegrid.

Legend. SelectLegendtoaccessBank

RegisterColorOptionsscreenwhereyoucanchangethecolorsofitems

listedinthebankregister.

Export Register List Grid. SelectExportRegisterListGridtoaccesstheExportscreenwhereyoucanselect

anexportfiletypeandexportfilename.

Export Register List Grid to Excel. SelectExportRegisterListGridtoExceltoexporttheregister

informationdirectlytoExcel.Excelopensandthebankregisterinformationappearsinaspreadsheetformat.

Print Register List Grid. SelectPrintRegisterListGridtoaccessthePrintGridOptionsscreenwhereyoucan

formathowyouwanttheregisterinformationtoappearwhenitprints.SelecttheSampleOutputtabto

preview

theregisterbeforeprinting.

Columns. SelectColumnstoaccesstheColumnsscreen.Onthisscreenyoucandefinethecolumnsyouwantto

seewhenyouopentheregister.

Properties. SelectPropertiestoaccessthePropertiesscreenfortheselectedtransactionrecord.TheProperties

screendisplayssuchinformationaswhenandbywhom

therecordwascreated,andwhenandbywhomit

waslastchanged.

Note:Youmusthavesecurityrightstovoidtransactions.Ifyoudonot,Voidisdisabled.Formoreinformation

aboutsecurityrights,seetheAdministrationGuideforThe FinancialEdge.

GENERAL TASKS

 Openingtheregister

1. FromGeneraltasksontheBankspage,clickOpenregister.TheBankRegisterscreenfortheselectedbank

accountopens.

2. Whenyoufinishviewingorworkingintheregister,closethescreen.YoureturntotheBankspage.

Editing Account Details

Afteryouhavesavedabankaccountrecord,youcaneditdetailsoraddnewinformationtotherecord.From

GeneraltasksontheBankspage,clickEditaccountdetails,andtherecordfortheselectedbankaccountopens

ontheBanktab.Withthebankaccountrecordopen,you

caneditdetailsontheBank,Payments,Deposits,

AdjustmentCategories,andNotestabs.

Editing Bank Account Information

Withthebankaccountrecordopen,youcaneditdetailsontheBank,Payments,Deposits,Adjustment

Categories,andNotestabs.TheHistoryofChangestabisforinformationalpurposesonly;youcannotaddoredit

dataonthistab.Formoreinformationaboutsettingupabankrecord,see“SettingUp

aNewBankAccount

Record”onpage 5.

Note:YoucanclickNewAdjustmentonthetoolbartoaccesstheNewAdjustmentscreenandcreateanew

paymentadjustmenttransaction.Formoreinformationaboutcreatingadjustments,see“CreatingNew

Adjustments”onpa ge 106.

CHAPTER

 Editingabankaccountrecord

1. FromGeneraltasksontheBankspage,clickEditaccountdetails.Therecordfortheselectedbank

accountopenstotheBanktab.

2. YoucanmakechangesontheBank,Payments,Deposits,AdjustmentCategories,andNotestabs.For

moreinformationaboutsettingupabankrecord,

see“SettingUpaNewBankAccountRecord”on

page 5.

3. Whenyoufinishmakingchanges,clickSaveandCloseonthetoolbar.Theprogramsavesthenew

information,andyoureturntotheBankspage.

 Closingabankaccountrecord

1. Fromanopenbankaccountrecord,selecttheBanktab.

2. Inthe

Accountstatusfield,select“Closed”.Youcanstilleditinfo rmationinthebankaccountrecordeven

thoughitisnotactive.

Note:TheHistoryofChangestabisforinformationonly.Youcannoteditinformationonthistab.

Warning:Youcannotcloseabankaccountthathasunpaidinvoiceswaitingtobepaidfromtheaccount.You

mustchangethecashaccountinformationontheBanktabto“Doesnotusethisbankaccount”or“Inactive”.

Todothis,makeyourselectionfromthedrop‐downmenuin

theAccountSetupcolumnontheBanktab.

GENERAL TASKS

3. ClickSaveandCloseonthetoolbar.TheprogramsavesthenewinformationandyoureturntotheBanks

page.

Adding Notes

TheNotestabonabankaccountrecordmakesiteasytomaintainhelpfulpiecesofinformationyoureceive,

read,orneedtorememberabouttheaccount.Youcancreatenotepadstorecordinformationaboutthebank

account,specialinformationaboutthebank,oradditionalcontact informationyoumayneedlater.Eachnotepad

hasadate,type,description,title,andauthor.Thenotepaditselfacceptsfree‐formtextandholdsanunlimited

amountofinformation.

 Addinganotetoabankaccountrecord

1. Fromanopenbankaccountrecord,selecttheNotestab.

2. Ontheactionbar,clickNewNote.TheNew

Notescreenfortheselectedbankaccountappears.

3. Today’sdateappearsintheDatefield;however,youcanchangethisdate.

4. IntheTypefield,selectanotetype,forexample,“PhoneCall”.

5. IntheDescriptionfield,enteradescriptionofthenote,forexample,“Whotocallforwhat”.

6. Inthe

Titlefield,enteratitleforthenote,forexample,“Q&A ”.

7. IntheAuthorfield,selectanauthor,suchas“Supervisor”.

CHAPTER

8. Inthetextbox,enteranyinformationyouwantaboutthebankaccount.

9. ClickSaveandClose.YoureturntotheNotestab.Thenoteappearsinthegrid.

10. ClickSaveandClosetosavetheinformationinthebankaccountrecordandreturntotheBankspage.

GENERAL TASKS

Viewing the History of Changes

OntheHistoryofChangestab,youcanviewrecordofkeychangesmadetothebankaccountrecord.Ifan

accounthashadachangeintheaccountID,accountstatus,accountnumber,orroutingnumber,thechange

appearsontheHistoryofChangestab.Theinformationprovidesanaudit

trailandisforinformationalpurposes

only.YoucannotaddoreditdataontheHistoryofChangestab.

Item Changed. TheItemChangedcolumndisplaysabriefdescriptionofthekindofchangemadeonthebank

accountrecord.Forexample,ifyouchangedtheaccountIDonanaccount,Account

IDappearsinthiscolumn.

Previous Setting. ThePreviousSet tingcolumndisplaysinformationthathadbeenonrecordfortheaccount.

Forexample,ifyouchangedtheaccountID,theoldIDappearsinthiscolumn.

New Setting. TheNewSettingcolumndisplaysthenewinformationrecordedfortheaccount.Forexample,if

youchanged

theaccountID,thenewIDappearsinthiscolumn.

Changed On. TheChangedOncolumndisplaysthedatethechangewasmade.

Changed By. TheChangedBycolumndisplaysthenameoftheuserwhomadethechange.

Editing Account User Options

ClickEditaccountuseroptionstoaccessoptionsontheRecordstaboftheOptionsscreen.Therecordoptions

thatappeardependontheprogramyouareworkinginwhenyouclickEditaccountuseroptionsontheBanks

page.

Note:TheHistoryofChangestabdisplayskeychangestothebankaccountrecord,includingwhomadethe

changeandthedatethechangewasmade.Thistabisforinformationalpurposesonly;youcannotaddoredit

dataonthistab.

Note:Toreversetheorderofitemsinthegrid,clickanycolumnheading.

CHAPTER

•InAccountsPayable,theOptionsscreenopenstoCreatePaymentOptions.

•InAccountsReceivable,theOptionsscreenopenstoDepositOptions.

•InCashReceipts,theOptionsscreenopenstoDepositOptions.

•InStudentBilling,theOptionsscreenopenstoGeneralOptions.

FormoreinformationaboutOptions,seetheOptionschapteroftheProgramBasicsGuide.

Selecting Other Accounts

FromtheBankspagewithabankaccountselected,youcanopenanothersavedbankaccountrecord.TheOpen

screenhasseveralfiltersyoucanusetonarrowasearchandquicklylocatethebankaccountyouwanttoopen.

Thesearchprocessisnotcase‐sensitive,soyoucanenterOperating,operating,orOPERATINGandgetthesame

results.Youcanalsousewildcardcharactersifyouarenotsurehowawordisspelled.Formoreinformation

aboutwildcards,seetheQueryGuide.ToaccesstheOpenscreen,clickSelectanotheraccountfromGeneral

tasks.TheOpenscreenappearssoyoucanselectandopenabankaccountrecord.

 Selectinganotheraccount

1. FromGeneraltasksontheBankspage,clickSelectanotheraccount.

2. TheOpenscreenappearssoyoucansearchforandselectabankaccountrecord.Formoreinformation

aboutusingtheOpenscreen,seetheProgramBasicschapteroftheProgramBasicsGuide.

3. EntersearchinformationinanyofthefieldsandclickFindNow.Theprogramsearchesthedatabase,and

recordsmeetingthecriteriaappearinthegrid.

4. SelectthebankaccountyouwanttoopenandclickOpen.YoureturntotheBankspage,andinformation

fortheselectedbankaccountappearsonthepage.

Tip:YoucanalsochangebankaccountsbyclickingthedownarroworthebinocularsintheSelectabank

accountfield.

GENERAL TASKS

Creating New Bank Account Records

ClickNewbankaccounttoaddanewbankaccountrecord.Whenyoucreateabankaccountrecord,youadd

basicbankdata,suchasaddressandcontactinformationtotheBanktaboftherecord.Youalsodesignatewhich

programscanusethebankaccountandassigndefaultcashaccountsforthoseprograms.Onceyoucreate,save,

andcloseabankaccountrecord,youcanmakechangesoraddnewinformationbyeditingtherecord.

Theprocessofaddinganewbankaccountrecordisdocumente dindetailintheBankBasicschapter.Formore

informationaboutaddinganewbankaccountrecord,see“SettingUpaNewBankAccountRecord”onpage 5.

Financial Edge Credit Card Management

Patch14forFinancialEdge7.87includescreditcardfunctionalitythatallowsyoutopayinvoicesbycreditcard.

Beforeyoucanbeginmakingpaymentswithacreditcard,thereissomesetuprequired.Youmustcreatea

creditcardaccount,aswellasavendortoreceivethepayments.Fordetailedinformation,accesstheFinancial

EdgeCreditCardManagementGuideontheFinancialEdgeHow‐topageontheBlackbaudwebsite.

Warning:Youmustuseonecashaccountcodeforeachbankaccount.Thatis,ifthecashaccountforBaybank

is01‐10000,nootherbankcanuseaccountcode10000foritscashaccount.

CHAPTER

3chapter

Administrative Tasks

PostingAdjustmentstoGeneralLedger..........................................................68

CreatingPrenoteAuthorizationFiles....................................

........................71

VoidingSelectedPayments.........................

...........................................74

VoidingUnusedChecks ......

............................................................... ..75

PurgingVoidedTransactions..................................

.................................76

RenumberingPayments ................

......................................................77

EditingElectronicSignatures..............................................

.....................77

CHAPTER

YoucanperformavarietyofadministrativetasksfromtheBankspage.Youcanpostadjustments,createprenote

authorizationfiles,voidunusedchecks,purgevoidedtransactions,renumberpayments,andeditelectronic

signatures.

LinkstothesetasksappearunderAdministrativetasksontheBankspage.Theselinkstakeyoudirectlytowhere

youneedtobetoperformanadministrativetask.

•PostadjustmentstoGeneralLedger

•Createaprenoteauthorizationfile

•Voidselectedpa yments

•Voidunusedchecks

•Purgevoidedtransactions

• Renumberpayments

•Editelectronicsignatures

Posting Adjustments to General Ledger

IfyouhavetheoptionalmoduleCashManagement,youcancreateadjustmentstotocorrecterrorsortoallocate

itemsbetweenaccountingperiods.Youcanpostallunpostedadjustmentssimultaneouslyorfilterbypostdate,

documentdate,oradjustments.

Note:PostadjustmentstoGeneralLedgerappearsonlyifyouhavetheoptionalmoduleCashManagement.

CreateprenoteauthorizationfileappearsonlyifyouhavetheoptionalmoduleEFT.

Glossary:Postingistheprocessoftransferringtransactionamountsfromajournaltogeneralledgeraccounts

andupdatingaccountbalances.Postingcommitstransactionstotheaccountrecord.Formoreinformation

aboutposting,seetheAdministrationGuideforThe FinancialEdge.

ADMINISTRATIVE TASKS

When you click Post adjustments to General Ledger from Administrative tasks, the Post to General Ledger

screenappearssoyoucanselectjournal informati on,filtertherecordstoincludeintheadjustment,andsetup

printingoptions.YoucanpostadjustmentsonlyinAccountsPayable,StudentBilling,andCashReceipts.

IfyoupostbankregisteradjustmentsdirectlyfromJournalEntryorAdministrationandyouwantthese

transactionstoappearinthebankregister,makesuretheAllowjournalentriestocashaccountswithout

adjustingthebankregisterbusinessruleisunmarkedinGeneralLedger

Configurationbeforeposting.

PostinganadjustmenttoGeneralLedger

1. FromAdministrativetasksontheBankspageinAccountsPayable,StudentBilling,orCash Receipts,

clickPostadjustmentstoGeneralLedger.ThePosttoGeneralLedgerscreenopensonthe General

tab.

2. InthePostCashManagementadjustmentswiththisjournalfield,leavethedefault“Cash

Management”.

3. Tocreateanexportfilewiththeadjustmentinformation,markCreateanexportfileinthisformat.

4. Clicktheellipsistolocatetheexportfile.

5. Tokeepdefaultjournalreferencesforeachdebitandcredittransaction,select“<Default>”inthe

ReferenceTypecolumn.

6. ClickNextorselecttheFilterstab.Formoreinformationaboutfil teringcriteria,seetheProgramBasics

Guide.InthePostdateandDocumentdatefields,youcanselectadateordaterangeofposted

transactionsanddocumentdatestoincludeintheposting.

Glossary:Anadjustmentisajournalentryyoumaketocorrecterrorsortoadjustyouraccountbalance.An

adjustmentrecordcontainsdetailsoftheadjustment.Youcanmakeadjustmenttransactionsonlyifyouhave

theoptionalmoduleCashManagement.

Note:Ifyouselect“<Specificrange>”,StartdateandEnddatefieldsappearsoyoucandefinedates.

CHAPTER

7. Tofilteradjustments,choose“Selected”intheIncludecolumninthegridanddefineaqueryonthe

SelectedBankAdjustmentsscreen.Formoreinformationaboutdefiningandusingqueries,seetheQuery

Guide.

8. ClickNextorselecttheFormattab.

9. Inthefirstfield,select“UsethedefaultPostReport

parameters”,“Alwaysaskforaparameterfi le”,or

“Alwaysusethisparameterfile”.

•Ifyouselect“UsethedefaultPostReportparameters”,theprogramusesthePostReportparameters

establishedonthePostOptionspaneloftheRecordsOptionstabforGeneralLedger.

•Ifyouselect“Alwaysaskforaparameter

file”,youarepromptedtoselectaparameterfileeachtime

youpost.TheSelectaParameterFilescreenappearslistingsavedparameterfiles.Youcanselectto

useasavedparameterfileorcreateanewone.

•Ifyouselect“Alwaysusethisparameterfile”,designateaparameterfile

touseasthedefaulteach

timeyoupost.Thefirsttimeyoumakethisselection,theSelectaParameterFilescreenappears.On

thisscreen,youcanselectasavedparameterfile,addanewone,openaparameterfiletoedit,orfind

aparameterfi lebyfilename,

description,usercreatedby,ordatecreatedon.

10. Inthenextfield,selecttoprevieworprintthepostreport.Ifyouselecttoprintthereport,designatea

printer.

Glossary:Postingistheprocessoftransferringtransactionamountsfromajournaltogeneralledgeraccounts

andupdatingaccountbalances.Postingcommitstransactionstotheaccountrecord.Formoreinformation

aboutposting,seetheAdministrationGuideforThe FinancialEdge.

ADMINISTRATIVE TASKS

11. Toprintacontrolreport,markPrintcontrolreportonandselectaprinter.

12. ToprintaBatchValidationReporttoreviewbeforeposting,clickValidate.Whentheprocessingfinishes,

avalidationsuccessfulmessageappears.ClickOKandtheBatchValidationReportpreviewscreen

appears.

13. Afteryouverifytheadjustmentsarecorrect,closethepreviewscreenandclickPostNowtopostthe

adjustments.Whentheprocessingfinishes,avalidationsuccessfulmessageappears.ClickOK.Ifyou

selectedtoprintacontrolreport,thePostReportpreviewscreenappears.

14. ClosethepreviewscreenandthePostReportprintstothedesignatedprinter.ThePosttoGeneral

LedgerscreenthenclosesandyoureturntotheBankspage.

Creating Prenote Authorization Files

BeforeacceptingEFTs,thereceivingbankoftenrequiresaprenoteauthorizationfile,atestrecordtoensurethe

filetransmitscorrectlywithpropercoding,amounts,andaccountnumbers.Youcancreatethesefilesin

AccountsPayable and StudentBilling.

WhenyouclickCreateaprenoteauthorizationfilefromAdministrativetasks,theCreatePrenoteAuthorization

Filescreenappearssoyoucandefinethefileformatandcreatelogoncards.Contactyourbankforits

requirementsforlogoncards.Youcancreateprenoteauthorizationfilesonlyifyouhavetheoptionalmodule

EFTandifyouhavesecurityrightsestablishedinAdministration.

Creatingaprenoteauthorizationfile

CreatingaprenoteauthorizationfileinAccountsPayable,andStudentBillingisessentiallythesame

process,whetheryouarecreatingthefileforagroupofvendors,employees,orstudents.Picturesinthis

procedurearefromStudentBilling.

Note:Tostopprocessingadjustments,clickCancelatthebottomofthescreen.

Glossary:EFTstandsforelectronicfundstransfer,ageneralbankingsysteminwhichtransactions,suchas

depositsandbillpayments,aremadethroughcomputerdatabasesandelectronicfiles.Moneydoesnot

physicallychangehands;ittransferselectronicallyfromoneaccountintoanotheraccount.Youcanusethe

optionalmoduleEFTtosen

dandreceiveelectronictransfers.

Warning:YoucancreateprenoteauthorizationfilesonlyifyouhavetheoptionalmoduleEFT.Createa

prenoteauthorizationfileappearsontheBankspageinAccountsPayable,and StudentBilling.

CHAPTER

1. FromAdministrativetasksontheBankspageinAccountsPayable orStudentBilling,click

Createaprenoteauthorizationfile.TheCreatePrenoteAuthorizationFilescreenopenstotheGeneral

tab.

2. IntheCreateprenotefilefor[]inthisgroupfield,clickthebinocularstolocateaqueryofrecordsto

use. Dependingontheprograminwhichyouareworking,thefieldappearsdifferently:

• AccountsPayable —Createprenotefileforvendorsinthisgroup

• StudentBilling —Createprenotefileforrecordsinthisgroup

3. IntheOutputfilenamefield,enterthenameofthefileorclicktheellipsistolocatetheoutputfile.The

outputfilemustbein*.achformat.

4. IntheImmediateoriginfield,select“Transit/Routingnumber”,“EIN”,or“Other”asthenumbertousein

creatingtheprenoteauthorizationfile.

5. IntheImm.originnamefield,select“Organizationname”or“Other”.Ifyouselect“Other”,afield

appearssoyoucanenterthename.

6. IntheFileFormatframe,enterareference,uptoeightcharacters,intheHeaderrecordreferencefield.

7. ToautomaticallycreateadebitorcredittransactionintheEFTfilewhenthepaymentrunis made,mark:

• CreatedebittransactionifyouareinAccountsPayable.

• CreatecredittransactionifyouareinAccountsReceivableorStudentBilling.

8. IfyoumarkIncludecarriagereturn/linefeed,theprogramappendsacarriagereturn/linefeedto

indicate endoflineintheEFTfile.

9. IntheMiscellaneousframe,intheEntrydescriptionfield,enteracode,upto10characterslong,tobe

transmittedtothebankwiththeEFTfile.IntheCompanyIDprefixfield,select“1 ‐ EIN”,“3 ‐ DUNS”,or

“9 ‐ UserAssigned”asthetypeofidentificationprefixforyourcompany.

Note:Dependingontheprograminwhichyouareworking,thisfieldreadsdifferently.

Note:TheEFTfilelayoutisbasedonACHrulesaspublishedbytheNationalAutomatedClearingHouse

Association.

ADMINISTRATIVE TASKS

10. IfyoutransmitEFTfilesdirectlytotheFederalReserve,youcanmarkFormatfileforthisFederalReserve

Bankandenterthenameofthebankinthefield.Ente rtheroutingcodeforthebankintheFederal

ReserveBankroutingcodefield.

11. Tosavethesechangesonthe

bankaccountrecordasdefaultpaymentordepositoptions,markSav e

thesechangestothebankaccount.

12. SelecttheLogonCardstab.Theinformationrequiredforlogoncardsisspecifictoyourbank.Contactthe

bankforitsregulationsforEFTs.Formoreinformationaboutlogoncards,see“DefiningDefaultPayment



Options”onpage 17.

Note:Contactyourbankforitsrequirementsforlogoncards.

CHAPTER

13. Tocreatethefirstlogoncard,clickInsert ontheactionbar.“1”appearsintheNumbercolumn.

14. Tospecifythemaximumlengthallowedofthecontrolstring,intheLengthcolumn,enterthemaximum

length.Toallowaninfinitelength,leavetheLengthcolumnblank.

15. Toidentifythefirstlogoncard,intheControlstringcolumn,entertherequiredinformation.

Tocreateadditionallogoncards,clickInsertontheactionbar.“2”appearsintheNumbercolumnonthe

secondrow .Remember,youcanhaveamaximumoffivelogoncards.

16. ClickCreatePrenoteFileNow.ThefileissavedinthelocationyouenteredintheOutputfilenamefield,

andyoureturntotheBankspage.

Voiding Selected Payments

InAccountsPayable,youcanvoidpaymentsusingVoidselectedpaymentsinAdministrativetasks.Youselect

thepaymenttypeanddeterminetherangeofpaymentstovoidbypaymentnumberordate.Youcanvoid

paymentsonlyifyouhavesecurityrightsestablishedinAdministration.Youcanselecttodeleteanyinvoicesor

calculationsthatbecomecompletelyunpaidwhenapaymentisvoided.Whenyouvoidpostedtransactions,the

programautomaticallycreatesareversalinGeneralLedgerthenexttimeyoupost.

Thefollowingrulesdeterminewhetherpaymentscanbevoided:

•YoucanvoidpaymentswithapoststatusofNotYetPostedorDoNotPost.

•YoucanvoidpaymentswithanOutstandingorClearedstatus.

•Youcanvoidpostedpa ymenttransactionsifanopenfiscalperiodexists.

•IfyouhavetheoptionalmoduleCashManagement,youcannotvoidreconciledpayments.Youmustcreatean

adjustmentforthisamount.

 Voidingselectedpa yments

Voidingpaymentsinanyoftheprogramsisessentiallythesameprocess,withtheexceptionsoftheavailable

transactiontypesandwhetheryoucandeleteunpaidinvoicesorcalculations.

1. FromAdministrativetasksontheBankspageinAccountsPayable,clickVoidselected

payments.TheVoidSelectedPaymentsscreenappears.

2. IntheTransactiontypefield,selectthetypeofpaymenttovoid.

•InAccountsPayable,youcanselect“ManualChecks”,“ComputerChecks”,“One‐TimeCheck”,

“ElectronicFundsTransfers”,or“BankDrafts”.

3. IntheVoidbyfield,select“PaymentNumber”or“PaymentDate”.

4. IntheStartnumberfield,enterthenumberofthefirstunusedpaymentinarangeoftransactionsyou

wanttovoid.

Note:IftheAllowreversalpoststatustobeeditedonvoidedchecksbusinessruleissetinConfiguration, you

canchangethereversalpoststatusforavoidedcheckonthecheckrecord.

Warning:Voidedpaymentsappearintheregisteronlyiftheymeetallthreeoftheseconditions:1)theyare

posted2)thepaymentdateisbeforethestatementenddate3)thereversedate(notthevoiddate)isafter

thestatementenddate.

Tip:Youcansavetimebyvoidingarangeofpaymentsinsteadofvoidingtransactionsindividually.

ADMINISTRATIVE TASKS

5. IntheEndnumberfield,enterthenumberofthelastunusedpaymentinarangeoftransactionsyou

wanttovoid.

6. InAccountsPayable,todeleteunpaidinvoicesaftervoiding,markDeleteunpaidinvoicesaftervoiding

payments.

7. Toprintacontrolreportofthevoidingactivity,markPrintcontrolreport.

8. ClickVoidNow.Yougetamessageaskingifyouaresureyouwanttovoidthesepayments.

9. ClickYes.Theprogramvoidsthepayments,andyoureturntotheBankspage.

Voiding Unused Checks

Ifyouhavepaymentformsyouknowyouwillnotuse,youcanvoidthemfromtheBankspageinAccounts

Payable.WhenyouclickVoidunusedchecksfromAdministrativetasks,theVoidUnusedPaymentsscreen

appearssoyoucanenterinformationforthecheckstovoid.Youcanvoidunusedchecksonlyifyouhave

securityrightsestablishedinAdministration.

Afteryouvoidpaymentnumbers,youcanpurgethemfromthedatabase.Remember,purgedpaymentsare

permanentlyremoved;theycannotberecovered.

Voidingunusedchecks

1. FromAdministrativetasksontheBankspageinAccountsPayable,clickVoidunusedchecks. TheVoid

UnusedPaymentsscreenappears.

2. ThecurrentdateappearsintheVoiddatefield.Youusethisdateorenteranotherdate.

3. IntheTransactiontypefield,selectthetypeofpaymenttovoid:

•InAccountsPayable,youcanselect“ManualChecks”,“ComputerChecks”,“One‐TimeCheck”,

“ElectronicFundsTransfers”,or“BankDrafts”.

4. IntheStartnumberfield,enterthenumberofthefirs tunusedtransactioninarangeoftransactionsyou

wanttovoid.

Tip:Youcansavetimebyvoidingarangeofchecksinsteadofvoidingnumbersindividually.

CHAPTER

5. IntheEndnumberfield,enterthenumberofthelastunusedtransactioninarangeoftransactionsyou

wanttovoid.

6. ClickOK.Amessageappearsaskingifyouaresureyouwanttovoidtheunusedcheckswith these

numbers.

7. ClickYes.YoureturntotheBankspage.

Purging Voided Transactions

Youcanpurgevoidedtransactionstopermanentlyremovethemfromthedatabase.WhenyouclickPurge

voidedtransactionsfromAdministrativetasks,thePurgeVoidedPaymentsscreenappearssoyoucanenter

informationforthepaymentstopurge.Youcanpurgevoidedtransactionsonlyifyouhavesecurityrights

establishedin

Administration.

Specificrulesdeterminewhetherpaymentscanbepurged:

•Youmustvoidpaymentsbeforetheycanbepurged.

•Ifyouvoidapostedpayment,youmustpostthevoidbeforeyoucanpurgethepayment.

•IfyouvoidapaymentwithapoststatusofNotYetPostedorDoNotPost,

youdonothavetopostthevoid

beforeyoucanpurgethepayment.

•Ifyoureversea postedpa yment,youmustpostthereversalbeforethepaymentcanbepurged.

•Ifnotallpaymentsintherangeyouselecttopurgeareeligibletobepurged,onlythosethatare

eligibleare

purged.

 Purgingvoidedtransactions

1. FromAdministrativetasksontheBankspage,clickPurgevoidedtransactions.ThePurgeVoided

Paymentsscreenappears.

2. IntheTransactiontypefield,selectthetypeofpaymenttopurge:

3. InthePurgebyfield,select“PaymentNumber”,or“PaymentDate”.

4. Ifyouselect“PaymentNumber ”in

thePurgebyfield,enterastartingpaymentnumberintheStart

numberfieldandanendingnumberintheEndnumberfield.

Ifyouselect“PaymentDate”inthePurgebyfield,enterastartingdateintheStartdatefieldandan

endingdateintheEnddatefield.

Warning:Toaccuratelymaintainanaudittrail,youwantdifferentgroupsoruserstohaverightstowrite,void,

andpurgechecks.

Warning:Remember,oncepurged,transactionscannotberecovered.Westronglyrecommendyoucreatea

copyofyourdatabasebeforepurging.

Tip:Youcansavetimebypurgingarangeofchecksinsteadofpurgingnumbersindividually.

ADMINISTRATIVE TASKS

5. Toprintacontrolreportofthepurgingactivity,markPrintcontrolreport.

6. ClickPurgeNow.Yougetamessageaskingifyouaresureyouwanttopurgethesevoidedchecks.

7. ClickYes.YoureturntotheBankspage.

Renumbering Payments

Youcanassignanewrangeofnumberstoarangeofpaymentsonlyifthenumbersdonotalreadyexistonother

payments.WhenyouclickRenumberpaymentsfromAdministrativetasks, theRenumberPaymentsscreen

appearssoyoucanenterinformationforoneormorepaymentstorenumberin

thebankregister.Youcan

renumberpaymentsonlyifyouhavesecurityrightsestablishedinAdministration.

Theoriginalstartnumberandoriginalendnumbermustspecifyanunbrokenseriesofwritten,unvoided

payments.Youcannotenterinformationthatwouldcauseanexistingnumbertobeoverwritten.Forexample,

youcannotrenumber

payments100‐103to103‐106becausepayment103alreadyexists.

 Renumberingpayments

Sometimes,yourealizeafterapaymentrunthattheprinterpulledtwochecksinsteadofone.Ifthishappens,

youcanrenumberthepayments.

1. FromAdministrativetasksontheBankspage,clickRenumberpayments.TheRenumberpayments

screen

appears.

2. IntheTransactiontypefield,selectthetypeofpaymenttorenumber:

3. IntheOriginalstartnumberfield,enterthefirstpaymentnumbertochange.

4. IntheOriginalendnumberfield,enterthelastpaymentnumbertochange.

5. ClickOK.Amessageappearsaskingifyouaresureyouwantto

renumberchecks.

6. ClickYes.Theprogramrenumbersthepa yments,andyoureturntotheBankspage.

Editing Electronic Signatures

Glossary:Anelectronicsignatureisascannedbitmapimageusedonchecks,purchaseorders,andreceipts.

CHAPTER

Electronicsignaturesarescannedbitmapimagesyoucanuseonchecks,purchaseorders,andreceipts.Whenyou

clickEditelectronicsignaturesfromAdministrativetasks,theElectronicSignaturesscreenappearssoyoucan

createanewelectronicsignatureandeditordeletesavedsignatures.Youcaneditelectronicsignaturesonlyif

youhavesecurityrightsestablishedinAdministration.

Graphicimagesforelectronicsignaturesmustbeinbitmap(*.bmp)formatandnolargerthan0.25inchhighand

2.25incheswide.Ifthesignatureislarger,theprogramresizesittofit.Forbestresults,youshouldusethedefault

sizeof

81x81dpiforsignaturebitmaps.

AfteryoucreateandsaveanelectronicsignaturefromAdministrativetasks , youcanaddthesignaturetoabank

accountrecord.Formoreinformationaboutaddinganelectronicsignaturetoabankaccount,see“Defining

DefaultPaymentOptions”onpage 17.

 Creatinganelectronicsignature

1. FromAdministrative

tasksontheBankspage,clickEditelectronicsignatures.TheElectronicSignatures

screenappears.

2. ClickNewSignatureontheactionbar.TheNewElectronicSignaturescreenappears.

3. IntheDescriptionfield,enterthenameofthesignaturetouse.

4. IntheStatusfield,leavethedefaultentry“Active”tobeableto

usethesignature.

5. IntheSignaturefilenamefield,click theellipsistolocatethefilenamedwherethesignatureisstored.

6. Double‐clickthefile.TheprogramdisplaysthesignatureintheSignatureasitwillappearframe.

7. IntheIncludeonframe,marktheitemsforwhichyouwantto

usethissignature.

Note:FromEditelectronicsignaturesontheBankspage,youcancreate,editanddeleteelectronicsignatures

usedonpayments,purchaseorders,andreceipts.

ADMINISTRATIVE TASKS

8. ClickOK.YoureturntotheEle ctronicSignaturesscreen,andsignatureinformationappearsinthegrid.

ThesignatureasitwillprintonchecksappearsintheSignatureasitwillappearfield.

9. ClickClosetoreturntotheBankspage.

CHAPTER

4chapter

Payment Tasks

PrintingChecksandRecordingBankDrafts ..................................................... ..83

CreatingNewOne‐TimeChecks................................................................93

CreatingManualAccountsPayableChecks................................... ....................97

EditingUnwrittenOne‐TimeChecks............................................................102

CHAPTER

FromtheBankspage,youcanprintchecksandEFTnotices,recordbankdrafts,createandeditone‐timechecks,

andcreatemanualchecks.LinkstothesetasksappearunderPaymenttasksontheBankspage.Theselinkstake

youdirectlytowhereyouneedtobetoperformapaymenttask.

AccountsPayable

• Printchecksandrecordbankdrafts

• Createanewone‐timecheck

• CreateamanualAccountsPayablecheck

• Editunwrittenone‐timechecks Student

Billing

• Printchecksandrecordbankdrafts

• Createanewone‐timecheck

• CreateamanualAccountsPayablecheck

• Editunwrittenone‐timechecks

Note:Dependingontheprograminwhichyouareworking,paymenttasksmaydiffer.Paymenttasksappear

ontheBankspageinAccountsPayable,AccountsReceivable,and StudentBilling.

PAYMENT T ASKS

Printing Checks and Recording Bank Drafts

UsingPrintchecksandrecordbankdraftsinPaymenttasks,youcanrecordandgeneratechecksandbankdrafts

foraseriesofpayments inonepaymentrun.Youcanpayinvoicesandrecordone‐timecheckpaymentsatthe

sametime.Printchecksandrecordbankdraftsappearsonly

inAccountsPayableandStudentBilling.

Youcanprocesspaymentsusingthedefaultpaymentoptionsselectedforthebankaccountormakenew

formattingselectionsontheFormattab.Formoreinformationaboutdefaultpaymentoptions,see“Formatting

PaymentInformation”onpage 13.

 Creatingapayment

1. FromPaymenttasksontheBanks

pageinAccountsPayableorStudentBilling,clickPrintchecksand

recordbankdrafts.TheCreatePaymentsscreenappears.

2. InthePaymentdatefield,select“Today”,“Periodenddate”,or“Specificdate”fordatingthepayments.If

youselect“Specificdate”,enteradateintheDatefield.

3. IntheCalculate

discountsasoffield,select“Paymentdate”,“Today”,“Periodenddate”,or“Specific

date”asthedatefortheprogramtousetodetermineifdiscountsarevalidorexpired.Ifyouselect

“Specificdate”,enteradateintheDatefield.Ifnoneoftheselectedinvoiceshavediscounts,

the

programignoresthisdate.

4. InthePoststatusfield,selectthepostingstatustoaddtothepaymentsincludedintherun:

•“FromInvoice” — Theprogramassignsthepoststatusaccordingtoeachinvoice’spoststatus.Entera

datetopostinthePostdatefield.

•“NotYetPosted” — Theprogramchangesall

paymentsfromthispa ymentruntoNotYetPosted.Enter

adatetopostinthePostdatefield.

Note:Weoffertheonlychecks,studentbills,statements,invoices,purchaseorders,taxforms,envelopesand

otherformsthatare100%compatiblewithThe FinancialEdgeandfullysupportedbyoursupportteam.These

qualityformsarepreprintedincolorwithyourorganization'slogoandinformation.Call866‐4‐BB‐Forms,visit



http://forms.blackbaud.com,orsendanemailmessagewithquestionsto[email protected]formore

information.

CHAPTER

•“DoNotPost” — TheprogramchangesallpaymentsfromthispaymentruntoDoNotPost.

5. InthePayallvendorsinthispa ymentrunfield,selectthemethodtousewhenyoupayinvoices:

•“Basedonpaymentmethod” — Theprogrammakesthepaymentasrecordedintheinvoicerecord.

•“ByComputerCheck” — Theprogram

makesthepaymentbycomputercheck,regardlessofthe

methodrecordedintheinvoicerecord.Youcanselect“ByComputerCheck”onlyifyouhavesecurity

rights.Formoreinformationaboutsecurityrights,seetheAdministrationGuideforThe Financial

Edge.

6. Toselectinvoicesbydat einformation,intheInvoiceduedate

onorbeforefield,enteradate.The

programcomparesthedateenteredinthisfieldwiththescheduledpa ymentdateontheinvoice.

7. Topayinvoicesbeforediscountsexpire,markIncludeinvoiceswithdiscountsthatexpireonorbefore

andenteranexpirationdateinthefield.

8. InthePrint

reporttothisprinterfield,selecttheprinterforthecontrolreport.

9. InthePrintpaymentstothisprinterfield,selecttheprinterforthechecks,EFTnotices,orbankdrafts.

10. Ifyouneedtochangeformsorpaperduringthepaymentrun,markPauseprintingbetweenpayment

types.

11. Toprintthe

UnitedStatesPostalServicePOSTNETbarcodeabovetheaddressonthecheck,markPrint

postalbarcode.

12. Tocreateanoutputqueryofpaymentsincludedintherun,markCreateanoutputqueryofpayments.

13. ClickNextorselecttheFilterstab.

14. Toselectfilters,choose“Selected”intheIncludecolumn.

TheSelected<Filters>screenappearssoyou

canselectfi ltersforthepaymentrun.Formoreinformationaboutfiltering,seetheProgramBasics

Guide.

15. ClickOK.

16. YoureturntotheFilterstabandfiltersyouselectedappearintheSelectedFilterscolumn.

Note:YoucansetabusinessruleinConfigurationtoexclude“Donotpost”asapoststatusforpayments.

Note:Youmusthavetheappropriatesecurityrightstoview,add,delete,edit,oroutputbankaccount

numbers.Ifyoudonothaverights,thesenumbersaremasked.Formoreinformation,seetheSecuritychapter

oftheAdministrationGuideforThe FinancialEdge.

Note:ThebankselectedontheBankspageautomaticallyappearsasaBanksfilter.

PAYMENT T ASKS

17. ClickNextorselecttheInvoicestab.

18. InthePay?column,markthecheckboxforeachinvoiceyouwanttopay.Topayalltheinvoices,click

SelectAllontheactionbar.

19. ClickNextorselecttheOne‐TimeCheckstab.

20. InthePay?column,markthecheckboxforeachinvoice

youwanttopay.Topayalltheinvoices,click

SelectAllontheactionbar.

CHAPTER

21. ClickNextorselecttheFormattab.

22. Fromthelistontheleft,selectapaymentmethod.Therightsideofthescreendisplaysthedefault

formattingselectionsforthatpaymenttypeasselectedonthePaymentstabofthebankaccountrecord.

Thepaymentmethodsarethepaymentmethodsfor

thecurrentapprove dinvoices.

23. InthePaymentformatfield,selectablankorpreprintedformonwhichtoprintthepayments.Ifthe

bankaccountissettohavemultiplepaymenttypesusethesamenumberingseriesasanotherpayment

type,theStartingpaymentnumberfielddisplaysthefirstavailablenumber

forpaymentsusingthesame

range.

24. IntheStartingpaymentnumberfield,enterthefirstnumberfortheselectedpaymenttype.

25. Toprintthechecknumberonpreprintedchecks,markPrintpaymentnumber.

26. Tomakechangestopaymentoptionsinthebankaccountrecord,clickEditPaymentOptions.Formore

information

aboutdefiningpaymentoptions,see“FormattingPaymentInformation”onpage 13.

27. Tomakesureinformationisalignedproperlyoncheckformsorpaper,clickPrintTestAlignmentCheck.

28. Selecthowtosortcheckswhenprinting,intheSortByandOrderBycolumnsinthePrintpaymentsin

thisorderframe.For

example,tosortchecksbypa yeenamealphabetically,select“Payeename”inthe

SortBycolumn.IntheOrderBycolumn,select“Ascending”.

29. Toreviewareportofthepaymentstobemadebeforecreatingthepayments,selectFile,Preview

Pre‐PaymentReport.

Note:TosavechangesontheDefaultPaymentOptionsscreenforthebankaccount,markSavethesechanges

totheBankAccount.

PAYMENT T ASKS

30. ClickCreateNowatthebottomofthescreen.IfyoumarkedViewpaymentsummaryinformation

beforecreatingpaymentsinOptions,theVerifyPaymentInformationscreenappears.

31. Toprocessthepayments,clickCreatePayments.Thefirstpa ymenttypeprintsandthePaymentPrinting

Statusscreenappearsforthispaymenttype.

32. If

thepaymentsprintedunsuccessfullyorincorrectly,unmarkthecheckboxintheSuccessful?column.

33. TheYouindicatedComputerCheckprintingwasnotsuccessfulframebecomesenabled.Tovoidand

purgetheunsuccessfulpa ymentsmark,VoidchecksandPurgevoidedchecksandentertherangeof

paymentnumbers.

34. ClickOK.Theprogramprocesses

allotherpaymenttypesintheordertheyappearedontheVerify

PaymentInformationscreen.,andyoureturntotheBankspage.

CHAPTER

PAYMENT T ASKS

CHAPTER

PAYMENT T ASKS

CHAPTER

PAYMENT T ASKS

Creating New One-Time Checks

UsingCreateanewone‐timecheckinPaymenttasks,youcancreatecheckpaymentsforpeopleorcompanies 

youwillnotmakepaymentstoagain.Forexample,youmaypaygraduationspeakersorrefundstostudentswith

one‐timechecks.Thishelpsyoulimitthenumberofrecordssavedinyourdatabase.Createanewon

e‐time

checkappearsonlyinAccountsPayableandStudentBilling.

Whenyouprocessone‐timechecks,itisimportanttoadddescriptiveinformationaboutthepayeeandthe

reasonforthepaymentbecauseone‐timechecksdonothaveassociatedinvoices.

TheHistoryofChangestabdisplaysanhistoricrecordofke

ychangesmadetotheone‐timecheck.Iftheone‐time

checkhasachangeinstatus orchecknumber,thechangeappearsontheHistoryofChangestab.Theinformation

providesanaudittrai landis forinformationalpurposesonly.YoucannotaddoreditdataontheHistoryof

Changestab.

 Creatingaone‐timecheck

Glossary:Aone‐timecheckisadirectdisbursementtoanindividualorcompanynotmaintainedasavendorin

thedatabase.

Note:Createanewone‐timecheckappearsonlyinAccountsPayableandStudentBilling.

CHAPTER

1. FromPaymenttasksontheBankspageinAccountsPayableorStudentBilling, clickCreateanew

one‐timecheck.TheAddaOne‐TimeCheckscreenfortheselectedbankopenstotheGeneraltab.

2. IntheCheckInformationframe,thebankaccountIDautomaticallyappearsintheBankaccountfield.

day ’sdateautomaticallyappearsintheCheckdatefield,butyoucanenteradifferentdate.

3. Entertheamountandadescriptionoftheone‐timecheckintheAmountandDescriptionfields.

4. SelectacheckformintheCheckformatfield.

5. Theone‐timechecknumberdefaultsinthefieldsabov

etheCheckformatfield.Youcanenteradifferent

checknumber.

6. EnterthepersonorbusinesstowhomthecheckistobewritteninthePayeenamefield.

7. ClickAddresstoenteraddressinformationforthepayee.

8. Toincludethepayee’staxIDnumberinthecheckrecord,enterthatnu

mberintheTaxIDnumb erfield.

9. EnteracontactnameintheContactfield.

10. SelectacontacttypeintheContactTypecolumnandenteranumberintheContactNumbercolumnof

thegrid.

11. SelectpostinginformationforthecheckinthePoststatus/datefields.

Note:Thebankaccount IDautomaticallyappearsintheBankaccountfield.Ifyourealizeyouareusingthe

wrongbankaccount,youmustclosetheAddaOne‐TimeCheckscreenandselectanotherbankaccountfrom

theBankspage.

PAYMENT T ASKS

12. Ifthecheckhasclearedthebank,markClearedonandenterthedatethecheckcleared.Ifithasnotyet

cleared,youcanmarkthislaterwhenthecheckclearsandenterthedateatthattime.Ifyouhavethe

optionalmoduleCashManagement,youcanmark

checksasclearedwhenreconcilingaccounts.

13. SelecttheDistributiontab.Tocreateadistributionforthepayment,designatedebitandcreditaccounts

forthepayment,theamountstodistributetotheaccounts,andselectaclassforthedistributiononthe

Distributiontab.IfyouhavetheoptionalmoduleProjectsand

Grants,youcanalsoclassifythe

adjustmentusingtransactioncodes.Formoreinformationaboutdistributions,seetheConfiguration

GuideforGeneralLedger.

CHAPTER

14. SelecttheFormattab.Formattingselectionsappearinthegrid.Tochangeformattingselectionsforthe

check,clickPaymentOptionsontheactionbar.ThePaymentOptionsforAccountsPayableOne‐Time

Checksscreenappearssoyoucanmakechangestocheckandaddressalignment,checkstubinformation,

electronicsignatures,and

notes.FormoreinformationaboutPaymentOptions,see“Formatt ingPayment

Information”onpage 13.

15. ClickOK.YoureturntotheFormattab.

16. Toselectprinters,clickPrinterOptionsontheactionbar.ThePrinterOptionsscreenappearssoyoucan

selectaprinterforthecheck.

17. ClickOK.Youreturntothe

Formattab.

18. Torecordthecheckintheregisterandclosethecheckrecord,clickRecordandCloseontheactionbar.

Torecordthecheckandcreateanotherone‐timecheck,clickRecordandNewontheactionbar.

Torecordthecheckbutnotclosetherecord,clickRecordNow

ontheactionbar.Onceyourecorda

check,youcannotprintit.

19. Tosavethecheckforlaterprinting,clickPrintLaterandCloseontheactionbar.YoureturntotheBanks

page.Thecheckwillnotberecordeduntilyouprintit.

Tosavethecheckforlater

printingandcreateanotherone‐timecheck,clickPrintLaterandNewonthe

actionbar.Thesavedcheckwillnotberecordeduntilyouprintit.

Tosavethechecktoprintatanothertime,clickPrintLaterontheactionbar.

20. Toprintthechecknow,clickPrintNowon

theactionbar.Thisautomaticallyrecordsthecheckinthe

Note:Whenyouprintacheck,itisautomaticallyrecorded.Ifyouplantoprintacheck,werecommendthat

youdonotuseRecordbecauseyoucannotprintacheckonceitisrecorded.

PAYMENT T ASKS

Ifyouprintthechecknow,thePaymentPrintingStatusscreenappears.

21. Reviewtheprintedcheck.Ifitprintssuccessfully,leaveSuccessful?marked.YoucanalsomarkClearAll

Paymentstoefficientlydesignateandcleartheone‐timecheck.Clearingisavailableonlyforsuccessful

checks.Ifsuccessful,proceedtostep

26.Ifnotsuccessful,proceedtothenextstep.

22. Examinetheprintedcheck.Ifthecheckdidnotprintsuccessfully,unmarkthecheckboxintheSuccessful?

column.Additionalfieldsareenabledbe lowthegrid.Selectwhethertovoidandpurgeoronly tovoidthe

check.

23. ClickOKtoreturntothe

Bankspage.

Creating Manual Accounts Payable Checks

UsingCreateamanualAccountsPayablecheckinPaymenttasks,youcanrecordahandwrittencheck,bank

draft,orEFTpaymentinthebankregister.Amanualcheckrecordsapaymentyouhavealreadymade.Ifyou

selecttopaymultipleinvoiceswitha singlemanualcheck,theamountof

thecheckpaymentrecordedisthetotal

ofallselectedinvoices.CreateamanualAccountsPayablecheckappearsonlyinAccountsPayableandStudent

Billing.Youdefinevendorandcheckinformationforthepaymentandselectinvoicespaidviathemanualcheck.

InAccountsPayable,youcancreateamanual

checkdirectlyfromavendorrecordbyselectingVendor,Recorda

ManualCheckfromthemenubar.

Note:Ifyouvoidandpurgechecks,thenextchecknumberisnotautomaticallysetbacktowhatitwasbefore

thepaymentrun.Thenextchecknumberwillbethelastchecknumberattemptedplusone.Toadjustthis

number,youcanmakethechangebeforethenextpaymentrun.

Note:Amanualcheckrecordsahandwrittencheck,bankdraft,orEFTpaymentyouhavealreadymade.You

recordthemanualcheckinthebankregister,butyoucannotprintit.

CHAPTER

 RecordingamanualAccountsPayablecheck

1. FromPaymenttasksontheBankspageinAccountsPayableorStudentBilling,click Createamanual

AccountsPayablecheck.TheRecordManualCheckscreenfortheselectedbankopenstotheGeneral

tab.

2. IntheVendornamefield,clickthebinocularstolocate

thevendorforwhichyouwanttorecordthe

manualcheck.

3. IntheApproveinvoicestobepaidbybox,markthecheckboxesforthepaymenttypesyouwantto

include.YoucanmarkComputerCheck,BankDraft,orEFT.Onlyinvoiceswiththeseselectedpayment

typesappearon

theInvoicestab.

4. IntheIncludeinvoiceswiththesedatesframe,youcanselectinvoicesbydateinformation.Theprogram

comparesthedateenteredintheInvoiceduedateonorbeforefieldwiththescheduledpaymentdate

ontheinvoice.

5. Topayinvoicesbeforediscountsexpire,markIncludeinvoiceswithdiscounts

thatexpireonorbefore

andenteranexpirationdateinthefield.

6. IntheCheckinformationframe,selectthebankaccountIDintheBankaccountfield.Thedescription

appearsinthefieldontheright.Thenextsequentialchecknumberforamanualcheckfromtheselected

bankappears

intheChecknumberfield.

7. IntheCheckdatefield,“Today”automaticallyappears.Youcanchangethisdateto“Periodenddate”or

“Specificdate”.Ifyouselect“Specificdate”,enteradateinthefieldontheright.

8. IntheCalculatediscountsasoffield,select“Paymentdate”,“Today”,“Period

enddate”,or“Specific

date”.Ifyouselect“Specificdate”,enteradateinthefieldontheright.

9. InthePoststatusfield,select“NotYetPosted”or“DoNotPost”.Ifyouselect“NotYetPosted”,entera

dateinthePostdatefield.

Note:YoumusthavesecurityrightsestablishedinAdministrationtorecordoreditmanualchecks.

Note:Abankdraftisanorderforthepaymentofmoneydrawnbyonepersonorbankonanother.

Note:YoucansetabusinessruleinConfigurationtoexclude“Donotpost”asapoststatusforpayments.

PAYMENT T ASKS

10. InthePostdatefield,select“Paymentdate”,“Today”,“Periodenddate”,or“Specificdate”.Ifyouselect

“Specificdate”,youmustenteradateinthefieldontheright.

11. IntheNotesfield,enterdescriptiveinformationaboutthepayment.

12. Ifthecheckhasclearedthebank,markClearedonand

enterthedatethecheckcleared.Ifithasnotyet

cleared,youcanmarkthislaterwhenthecheckclearsandenterthedateatthattime.IfyouhaveCash

Management,youcanmarkchecksasclearedwhenreconcilingaccounts.

13. SelecttheInvoicestab.Invoicesincludedaccordingto

thecriteriaselectedontheGeneraltabappearin

thegrid.Toselecttheinvoicestopay,markthecheckboxinthePay?columnnexttothoseinvoices.

Note:Tohideinvoiceinformationdisplayedatthebottomofthescreenandseemoreofthetransactionsgrid,

clickHideDetails

100

CHAPTER

14. Torecordthecheckandcreateanewmanualcheck,clickRecordandNewonthetoolbar.

TorecordthemanualcheckandreturntotheBankspage,clickRecordandClose.

Tip:Topayallinvoicesinthegrid,clickSelectAllontheactionbar.Theprogramautomaticallymarksallthe

checkboxesinthePay?column.ClickDeselectAllontheaction bartounmarkallmarkedinvoicesinthegrid

andexcludethemfromthepaymentrun.

PAYMENT T ASKS

102

CHAPTER

Editing Unwritten One-Time Checks

UsingEditunwrittenone‐timechecksinPaymenttasksinAccountsPayableorStudentBilling,youcanedit

payment,printing,andpostinginformationforone‐timechecksthathavenotyetbeenrecorded.Onceyoumake

changes,youcanrecord,printandexportthechecksfromthescreen.

 Editinganunwrittenone‐timecheck

FromPaymenttasksontheBankspageinAccountsPayableorStudentBilling,clickEditunwritten

one‐timechecks.TheUnwrittenOne‐TimeChecksscreenfortheselectedbankaccountappears.

2. Toeditacheckbeforeprintingorrecording,selectitinthegridandclickOpenonthetoo

lbar.TheCheck

screenopenstotheGeneraltab.

3. YoucanmakechangesontheGeneral,Distribution,andFormattabs.

4. Whenyoufinisheditingthecheck,youcansaveitforlaterorprintandrecordnow:

Note:Youcannoteditaone‐timecheckonceithasbeenrecorded.

Note:Youcaneditone‐timechecksinAccountsPayableandStudentBilling.

PAYMENT T ASKS

•Toprinttheone‐timecheck,clickPrintNow.Thisautomaticallyrecordsthecheckintheregister.

•Tosavethecheckforlaterprinting,clickPrintLaterandClose.YoureturntotheUnwrittenOne‐Time

Checksscreen.Thecheckwillnotberecordeduntilyouprintitlater.

•Tosave

thecheckforlaterprintingandcreateanotherone‐timecheck,clickPrintLaterandNew.The

savedcheckwillnotberecordeduntilyouprintitlater.

•Tosavethechecktoprintatanothertime,clickPrintLater.

•Torecordthecheckintheregisterandclosethe

checkrecord,clickRecordandClose.

•Torecordthecheckandcreateanotherone‐timecheck,clickRecordandNew.

•Torecordthecheckbutnotclosetherecord,clickRecord.Onceyourecordacheck,youcannotprint

it.

5. Ifyouprintthechecknow,thePaymentPrintingStatusscreen

appears.

6. Reviewtheprintedcheck.Ifitprintssuccessfully,leaveSuccessful?marked.Todesignateandclearthe

one‐timecheck,markClearAllPayments.Clearingisavailableonlyforsuccessfulchecks.Ifsuccessful,

proceedtostep8.Ifunsuccessfulproceedtothenextstep.

7. Ifthecheckprintsunsuccessfullyorincorrectly,

unmarkthecheckboxintheSuccessful?column.Thevoid

andpurgeselectionsatthebot tomofthescreenareenabled.Select“Voidandpurge”,“Voidonly”,or

“Voidandreprint”.

8. Aftervoidingorpurgingacheck,ascreenappearstellingyouthatanunprintedcopyofthecheckhas

beencreate d,

whichyoucanprintordeletefromtheBankspage.

Note:Whenyouprintaone‐timecheck,itisautomaticallyrecorded.Ifyouplantoprintacheck,westrongly

recommendthatyoudonotuseRecordbecauseyoucannotprintacheckonceitisrecorded.

Note:Ifyouvoidandpurgechecks,thenextchecknumberisnotautomaticallysetbacktowhatitwasbefore

thepaymentrun.Thenextchecknumberwillbethelastchecknumberattemptedplusone.Toeditthis

number,youcanmakethechangebeforethenextpaymentrun.

104

CHAPTER

9. ClickOKtoreturntotheBankspage.

5chapter

Cash Management

Tasks

CreatingNewAdjustments...................................................................106

ReconcilingBankAccounts........ .....................

......................................108

BankReconciliationTroubleshooting ..........

...................................................112

ClearingTransactionsElectronically ...............................................

.............113

ViewingReconciliationHistory ....................................

............................114

106

CHAPTER

IfyouhavetheoptionalmoduleCashManagement,youcaneffectivelymanagemultiplebankandcashaccounts, 

servingasacentrallocationforallinflowsandoutflowsofcashwithinyourorganization.Foreachaccount,you

canviewtheregisterlistingalldepositsandpaymentsandviewreceiptsineach

deposit.Youcandefineoneor

morecashaccountswitheachbankaccountoruseonebankaccountpercashaccount.ReconciliationinCash

Managementtasksensuresyoustartbalancedandstaybalanced.

IfyouhaveCashManagement,youcancreateadjustments,reconcileGeneralLedgercashaccounts,clear

transactionselectronically,and

viewthereconciliationhistoryofyourbankaccounts.Formoreinformation

aboutcashaccountsinabankaccountrecord,see“DefiningCashAccounts”onpage 11.

LinkstothesetasksappearunderCashManagementtasksontheBankspage.Theselinkstakeyoudirectlyto

whereyouneedtobetoperform

aCashManagementtask.

•Createanewadjustment

•Reconcilethisaccount

•Cleartransactionselectronically

•Viewreconciliationhistory

Creating New Adjustments

Tip:Youcancleartransactionselectronicallyifyouhavea*.qif,*.ofx,*.qbo,Bai.txt,or*.qfxfilefromthe

bank.Transactionsinthesefilesthatmatchtransactionsinthebankregisterareautomaticallymarkedcleared.

Tip:Tosavetimeandensureaccuracyenteringadjustments,werecommendyouestablishadjustment

categoriesaheadoftimeinthebankaccountrecord.Formoreinformationaboutcreatingadjustment

categories,see“AddingAdjustmentCategories”onpage 46.

CASH MANAGEMENT TASKS

Adjustmenttransactionsareusedtorecordbankaccounttransactionssuchasinterestearned,servicecharges,

balanceadjustments,andtransfersbetweenbankaccounts.YoucancreateadjustmentsfromCashManagement

tasksontheBankspage.Tosavetimeandensureaccuracyenteringadjustments,youcancreateadjustment

categoriesinthebankaccount

recordontheAdjustmentCa tegoriestab.Then,youwhenyouaddanadjustment,

youcanselecttheadjustmentcategoryandamount.CashManagementautomaticallyenters theadjustmentand

relatedinformationforyou.Formoreinformationaboutadjustmentcategories,see“AddingAdjustment

Categories”onpage 46.

Whenyouselecttocreateatransfer

typeofadjustment,twoadjustmentsarecreated — a“transferout”

adjustmentforthebankaccountthemoneyiscomingoutofanda“transferto”adjustmentfortheaccountthe

moneyisbeingtransferredto.

Onceanadjustmenttransactionispostedorreconciled,itcannotbedeleted,theamountcannotbechanged,



andtheaccountdistributioncannotbechanged.Furthermore,fortransferadjustments,ifeitherthe“transfer

out”transactionorthe“transferin”transactionhasbeenposted,thenneithertransactioncanbedeleted.

Forasavedtransferadjustment,ifyouchangethe“transferto”bankaccount,thecorresponding“transferin”

transactionisdeleted

fromitscurrentbankaccountandanew“transferin”transactioniscreatedinthenew

bankaccount.

Youcanreverseanadjustmentbycreatinganewadjustmentoftheoppositetype.Forexample,youcancreatea

paymentadjustmentof$100.00toreversea$100.00depositadjustment.

 Creatinganadjustment

1. FromCashManagementtasksontheBankspage,clickCreateanewadjustment.TheNewAdjustment

screenfortheselectedbankaccountappears.

2. IntheCategoryfield,youcanselectapre‐definedadjustmentcategoryorenteranametocreateanew

one.Ifyouselectapre‐definedadjustment

category,theprogramautomaticallyloadsdefaultinformation

intothefields.

Ifyouenteranewname,ascreenappearsaskingifyouwanttocreateanewcategory.ClickYestosave

theinformationforthisadjustmentasanewadjustmentcategoryyoucanuseagaininthefuture.Click

ifthisisaone‐timeadjustmentyouwillnotneedtomakeagain.Formoreinformationaboutcreating

adjustmentcategories,see“AddingAdjustmentCategories”onpage 46.

3. IntheDateandAmountfields,enterthedateandamountoftheadjustment.

4. IntheTypefield,select“Deposit”,“Payment”,or“TransferOut”.

Ifyouselecttocreate“TransferOut”,

theTransfertofieldappears.Inthisfield,selectthebankaccounttotransfertheamountto.

5. IntheReferencefield,enterajournalreference.Thisisthetextthatwillappearinthecheckregister.

Tip:Ifyoucreatedadjustmentcategoriesinthebankaccountrecord,youcanselectoneintheCategoryfield

andtheprogramentersallotherdataforthatcategory.Formoreinformationaboutadjustmentcategories,

see“AddingAdjustmentCategories”onpage 46.

108

CHAPTER

Fortransfer‐typeadjustments,thetextenteredhereappearsinthebankregistersforbothbank

accountsusedinthetransfer.Werecommendthatyouchoosethisdescriptioncarefullysoitwillbe

meaningfulinbothaccounts.Forexample,“TransferfromBAYBANK‐SAVtoSCSL‐CHK”.

6. InthePoststatusfield,select“Notyetposted”or“Donotpost”.

7. InthePostdatefield,enterthedatetheadjustmentispostedtoGeneralLedger.

8. IntheNotesbox,enteranydescriptivenotesabouttheadjustment.

9. SelecttheDistributiontab.Tocreateadistributionfortheadjustment,designatedebitandcredit

accountsfortheadjustment,theamountstodistributetotheaccounts,andselectaclassforthe

distributionontheDistributiontab.IfyouhavetheoptionalmoduleProjectsandGrants,youcanalso

classifytheadjustmentusingtransactioncodes.Formoreinformationaboutdistributions,seethe

ConfigurationGuideforGeneralLedger.

10. ClickSaveandClosetosavetheadjustmentandreturntotheBankspage.

Reconciling Bank Accounts

Youcanreconcilethebankregisterandcashaccountswiththestatementfromthebank.Banksgathers

informationfromGeneralLedger,AccountsPayable,CashManagement,AccountsReceivable,and Cash

Receiptstoreconcileyouraccount.Theprocesscomputesabalanceforyouafteryouenterstartingand

endingbalances,astatementdate,andanyadjustments.

Toreconcilebankaccounts,youmustuseonecashaccountcodeforeachbankaccount.Formoreinformation

aboutdefiningcashaccounts,see“DefiningCashAccounts”onpage 11.

Tostartthereconciliationprocess,clickReconcilethisaccountfromCashManagementtasksontheBankspage.

TheBankAccountReconciliationscreenfortheselectedbankaccountappearssoyoucanstarttheprocess.

Note:Oncetheadjustmentappearsinthebankaccount,markClearedonandenterthecleardateinthefield.

Warning:Whencreatingadjustmentdistributions,werecommendusingthecashaccountasthedebitaccount

fordeposittypeadjustmentsandthecashaccountasthecreditaccountonpaymentandtransfertype

adjustments.UsingadifferentaccountwillcausethebankregisterandGeneralLedgercashaccounttobeout

ofbalance.

Tip:WerecommendyoupostalltransactionstoGeneralLedgerbeforereconciling.Formoreinformation

aboutposting,seetheAdministrationGuideforThe FinancialEdge.

CASH MANAGEMENT TASKS

 Reconcilingabankaccount

1. FromCashManagementtasksontheBankspage,clickReconcilethisaccount.TheBankAccount

Reconciliationscreenfortheselectedbankappears.

2. IntheStatementdatefield,enterthedateofthebankstatement.

3. IntheStartingbalanceandEndingbalancefields,enter thestartingandending

balancesfromthe

statement.

4. Ifyouhavenewadjustmentstoenterbeforereconciling,clickNewAdjustmentontheactionbar.The

NewAdjustmentscreenfortheselectedbankaccountappearssoyoucanenteradjustmentinformation.

Formoreinformationaboutcreatingadjustments,see“CreatingNewAdjustments”onpage 106.Youcan

also

openordeleteexistingadjustments.

5. ClickBeginReconciliation.Theprogrambeginsreconciling,andanewBankAccountReconci liation

screenappearswithunreconciledtransactionslistedinagrid.Reviewthetransactionsforaccuracyand

editordeleteincorrecttransactionsinthegrid.

Note:Afteryouhavereconciledjustonce,onemonthfromthelatestreconciliationdateappearsinthe

Statementdatefield.Theendingbalancefromthepreviousreconciliationautomaticallyappearsinthe

Startingbalancefield.

Warning:Toreconcilebankaccounts,youmustuseonecashaccountcodeforeachbankaccount.Formore

informationaboutcashaccounts,see“DefiningCashAccounts”onpage 11.

110

CHAPTER

6. MarkthecheckboxintheCleared?columnforeachtransactiontobereconciled.Toclearallthe

transactionsinthegrid,clickMarkAll.ClickSummaryonthetoolbartoseearecalculatedsummaryof

clearedtransactionsandbalancesbelowthegrid.

7. Toseereconciliationdetails,clickShowReconciliationDetails.

TheReconciliationDetailsscreenappears.

8. Toviewacomparisonofthebankregisterwiththebankstatement,selecttheRegistertostatementtab.

Note:Toprint apre‐reconciliationreport,selectFile,PrintPre‐Reconciliation.TheSelectaParameterscreen

appearswhereyoucanselectasavedparameterfileorclickAddNewtosetparametersforanewBank

ReconciliationReport.

CASH MANAGEMENT TASKS

9. Toviewacomparisonofcashaccountswiththebankstatement,selecttheCashaccount(s)tostatement

tab.

10. ClickClose.YoureturntotheBankAccountReconciliationscreen.

11. Onceyouhaveidentified,matched,andclearedalltransactions,andtheOutofbalancebyamount

displays$0.00,youarereadytoreconcile.

ClickReconcileNow.Theprogramcomparestheregisterand

cashaccountstothebankstatementandcheckstoseeifanyerrorsoromissionsexist.

12. Iftheregisterisinbalancewiththestatement,theReconciliationscreenappears.Transactionsyou

clearedarenowreconciled.ClickContinuetocompletetheprocess,and

proceedtostep 14.

13. Iftheregisterdoesnotbalancewiththestatement,theBankRegisterandCashAccount(s)OutofBalance

screenappearssoyoucanreturntoreconciliationandcorrecttheerrororcreateanadjustmenttomake

thecorrection:

Note:YoucanclickReconcileLatertosavereconciliationinformationandcompletetheprocessatanother

time.TheentriesintheStatementdate,Startingbalance,andEndingbalancefieldsaresaved.Ifyouclick

Cancel,nochangesaresavedandyoumustre‐enterstatementinformation.

Note:ToviewtheReconciliationReport,markViewReconciliationReport.WhenyouclickContinue,the

previewscreenappears.Fromhere,youcanprintahardcopyofthereport.Formoreinformationabout

workingwithbankaccountreports,seetheReportsGuideforthatprogram.

112

CHAPTER

• Returntobankreconciliation —tocancelreconciliationandreturntothegridtomakecorrectionsor

adjustments

• CreateaDeposit/Paymentadjustmenttobalancethebankregister —tocreateanadjustmentthat

willbalancetheaccount

14. IfGeneralLedgercashaccountsareoutofbalancewiththestatement,theCashAccount(s)Outof



Balancescreenappearssoyoucanreturntoreconciliationandcorrecttheerrororignoretheoutof

balanceissue:

• Returntobankreconciliation —tocancelreconciliationandreturntothegridtomakecorrectionsor

adjustments

• Ignoreoutofbalanceissue —toallowtheoutofbalancesituationtoremain

andcontinuereconciling



15. MarkViewReconciliationReportandclickContinue.TheReconciliationReportappearssoyoucanview

orprintit.FormoreinformationabouttheReconciliationReport,seetheBankAccountsReportschapter

oftheReportsGuideforthatprogram.

16. Closethepreviewscreen.YoureturntotheBankspage.

Bank Reconciliation Troubleshooting

IfyourbankaccountreconciliationappearsoutofbalancetotheGLCashAccount,werecommendyoutrythe

followingstepsuntiltheerrorisresolved:

Post to General Ledger. PostanyunpostedtransactionsthatdisplayinthebankaccountbutnottheGLcash

account.

Note timing issues. Ifyouvoidedchecksinadifferentmonth

thantheywerecreated,thebankaccountand

cashaccountwillremainoutofbalanceuntilthereversalsposttothecashaccount.Ifyoumustcorrectthisin

thecurrentperiod,youcancreateanautomaticallyreversingjournalentrytoyourGLcashaccount.

Note:IfyoumarkCreateadeposit/paymentadjustmenttobalancethebankregister,youcanselecta

categoryintheAdjustmentcategoryfield.Formoreinformationaboutdefiningadjustmentcategories,see

“AddingAdjustmentCategories”onpage 46.

Note:IfyoumarkIgnoreoutofbalanceissue,theprogramchecksforunpostedtransactionsthathavebeen

clearedthroughthereconciliationprocess.Atthistime,youcanpostthesetransactions.Formoreinformation

aboutposting,seetheAdministrationGuideforThe FinancialEdge.

CASH MANAGEMENT TASKS

Determine how you will treat “Do Not Post” transactions. Runatransactionregistertofind

transactionsmarkedas“DoNotPost”.ThebankaccountandGLcashaccountwillremainoutofbalanceuntil

thesetransactionsarepostedtotheGLcashaccount,oruntilmanualjournalentriesarepostedtotheGL

cashaccounttobalancetothe

bankregister.Anexceptionwouldbea“DoNotPost”transactionusedfor

establishingyourbankregister’sbeginningbalance.

Import or post journal entries made to the GL cash account. Ifmanualjournalentriesaremadetothe

GLcashaccount,andnotimportedorpostedtothebankaccountasanadjustment,thebankaccountand

cashaccountwillbe

outofbalance.ForentriesmadetoGeneralLedgerbutnottotheGLcashaccount,you

canpostabankadjustmentusingtheGLcashaccountasbothdebitandcreditaccount.Becausethe

adjustmentisalreadypostedinGeneralLedger,thiscreatesapostedbankadjustment,balancingthe

reports

withoutaffectingthecashaccount.

Check the debit account used on adjustments. Anaccountotherthanthecashaccountusedasthedebit

adjustmentaccountcausesthebankaccountandGLcashaccounttobeoutbalance.Iftheadjustmentis

unposted,editthedebitaccount.Iftheadjustmentisposted,enteranother adjustmenttocorrect

theoriginal

adjustment.

Ensure the bank is set to track cash in General Ledger. OntheBanktab,verifytheaccountnumbers

usedforallmodulesarecorrect,andthatyouarecomparingthemtothecorrespondingaccountsinGeneral

Ledger.

Clearing Transactions Electronically

Youcancleartransactionselectronicallyifyouhavea*.qif,*.ofx,*.qbo,Bai.txt,or*.qfxfilefromyourbank.The

programmarksallmatching transactionswithaclearedstatusandreportsasexceptionsanytransactionsthatdo

notmatch.Oncetheprogramfindsallmatches,youcanreconcilethebankaccount.



 Clearingtransactionselectronically

1. FromCashManagementtasksontheBankspage,clickCleartransactionselectronically.TheClear

TransactionsElectronicallyscreenappears.

2. IntheFilenamefield,clicktheellipsistolocatethefilefromthebank.Theimportedfilemusthavea

*.qif,*.ofx,*.qbo,Bai.txt,or*.qfxfileextension.

Ifyouselectafilewithanyotherextension,yougeta

messagetellingyouthattheselectedformatisnotsupported.

Glossary:Atransactionisageneralledgerentrythatindicatestotheprogramtheamountandaccountto

debitorcredit.Transactionsalsocontainadditionalinformationthathelpstraceandreportonthem.

Transactionsincludesourcecodesandjournalreferencesandmayincludeprojectandtransactioncode

distributionsifyouhave

theoptionalmoduleProjectsandGrants.

114

CHAPTER

3. ClickClearTransactionsNow.Theprogramcheckstransactionamountsintheimportedfileagainstthe

amountsinthebankregister.Whenallamountsmatch,theprogr ammarksthetransactionasclearedin

theregister.Whenitfinishesprocessing,theClearTransactionsElectronicallyscreenappearswitha

messagethatprocessingis

complete.Thescreendisplaysresultsoftheprocessing:

• Numbercleared — number oftransactionsmarkedcleared

•Amountcleared — totaldollaramountofclearedtransactions

• Numberexceptions — numberoftransactionsthatdidnotfindamatchintheregister

•Amountexceptions — totaldollaramountoftransactionsnotfindingamatchintheregister

4. Toviewacontrolreport,click

ViewControlReport.TheClearTransactionsElectronicallyControlReport

appearssoyoucanvieworprintit.

5. Closethepreviewscreen.YoureturntotheBankspage.

Viewing Reconciliation History

Youcanreviewinformationaboutpreviousreconciliationsinabankaccount.Toviewalistofreconciliations, 

selectabankaccountfromtheBankspageandclickViewreconciliationhistoryfromCashManagementtasks.

TheReconciliationHistoryscreenfortheselectedbankaccountappears.Thisscreenisforinformational

purposes

only;youcannotaddoreditdataonthisscreen.

 Viewingreconciliationhistory

1. FromCashManagementtasksontheBankspage,clickViewreconciliationhistory.TheReconciliation

Historyscreenfortheselectedbankaccountappears.

TheReconciliationDatecolumndisplaysthedatetheaccountwasreconciledwiththestatementfrom

the

bank.TheReconciliationEndingBalancecolumndisplaystheendingbalancefromthebank

statement.

2. ClickOKtoclosethescreenandreturntotheBankspage.

Note:Youcancleartransactionselectronicallyonlyifyourbankprovidesafilein*.qif,*.ofx,*.qbo,Bai.txt,or

*.qfxformat.Tofindoutifthebankprovidesstatementsintheseformats,contactarepresentativefromyour

financialinstitution.

Note:TheReconciliationHistoryscreenisforinformationalpurposesonly;youcannotaddoreditdataonthis

screen.

6chapter

Deposit Tasks

CreatingNewDeposits ......................................................................116

PrintingDepositTickets...........................

...........................................119

CreatingEFTFiles ......

.....................................................................121

116

CHAPTER

IfyouhaveAccountsReceivable,StudentBilling,orCashReceipts,youcancreatedepositsandprintdeposit

reportsfromtheBankspage.Usedepositrecordstorecordtheamountofcash,checks,electronicfunds

transfers(EFTs),orotherpaymentsyoureceiveanddepositintoyourbankaccount.Onceyou

createanopen

deposit,youcanaddanunlimitednumberofpaymentreceiptstothedeposit.Depositreportscanlistpayment

andbankdetailsfordeposits.

Beforeyoucancreatedepositsorpayments,youmustdefinecashaccountinformationforeachbankaccount

youplantouseforAccountsReceivable,Student

Billing,orCashReceiptstransactions.Formoreinformation

aboutdefiningcashaccounts,see“DefiningCashAccounts”onpage 11.

LinksunderDeposittasksontheBankspagetakeyoudirectlytowhereyouneedtobetoperformadeposittask.

•Createanewdeposit

•Printdeposittickets

• CreateanEFT

file

Creating New Deposits

Youcancreatedepositstorecordtheamountofcash,checks,EFTs,orotherpaymentsyoureceiveanddeposit

intoyourbankaccount.Onceyoucreateanopendeposit,youcanaddanunlimitednumberofreceiptstothe

deposit.

WhenyouclickCreateanewdeposit,youaccessthe

AddaNewDepositscreenwhereyouenterinformation

aboutthedep osit.TheAddaNewDepositscreenhastabsonwhichyousetparameters:Deposit,Defaults,

Distribution,andPayments.Onthesetabsyouspecifybasicinformationforthedeposit,definepaymentdefaults,

andviewandcreat epaymentsandpaymentdistributions.



Youcanassigndefaultfieldvaluesthatapplytoallpaymentsaddedtothatdeposit,forexample,adefault

paymentdate.Whenyoucreatepaymentsforthatdeposit,thedefaultpaymentdateappearsinthePayment

datefieldofeverypaymentrecordaddedtothedeposit.Defaultvaluesapplyto

onlythepaymentrecordsadded

tothedepositforwhichthedefaultswereassigned.

Warning:InStudentBilling,youcancreateEFTfilesonlyifyouhavetheoptionalmoduleEFT.

DEPOSIT TASKS

Whenyouselectabankaccountonthedepositrecord,itscashaccountbecomesthedebitaccountforall

paymentsattachedtothedeposit.Youaddcreditaccounts,whichdonotappearonthedepositrecord,directly

onthepaymentrecord.Whenyoucreateapaymentandaddcreditaccounts,the

programdebitsthecash

accountfromthedeposit’sbankaccount.Inotherwords,thedepositprovidesthecashsideofthedistribution,

andthepaymentprovidestherevenueorreceivablesside.

 Addingadeposit

1. FromDeposittasksontheBankspageinAccountsReceivable,StudentBilling,orCashReceipts,

click

Createanewdeposit.TheAddaNewDepositscreenopenstotheDeposittab.

2. IntheBankaccountfield,selectthebankaccounttowhichyouwanttoaddthedeposit.

3. IntheDepositdatefield,enterthedatethedepositismadetothebankaccount.Inthe

Entrydatefield,

enterthedatethedepositisenteredintheprogram.

4. IntheStatusfield,select“Open”or“Closed”.Youcannotaddnewpaymentstoacloseddeposit.

5. IntheDepositIDfield,enterinformationthatidentifiesthedeposit.

6. InthePoststatusfield,select“Notyetposted”or“Do

notpost”asthepoststatusforthedeposit.InPost

datefield,enterthedatetopostthedeposit.TheinformationinthePoststatusandPostdatefields

automaticallydefaultstothepaymentsaddedtothedeposit.Youpostthedeposit,notindividual

payments.

Note:Youmustcreateadepositrecordbeforeyoucanaddpayments.Formoreinformationaboutpayments,

seethePaymentschapteroftheRecordsGuidefortheprogramyouareusing.

Tip:Tomakedataentryeasier,youcansetdefaultvaluesfordepositfields.Toadddefaultfieldvalues,from

themenubar,selectTools,Options.Formoreinformationaboutdepositoptions,seetheOptionschapterof

theProgramBasicsGuide.

Note:TheDepositnumberfieldisforinformationalpurposesonly.Theprogramgeneratesthedeposit

numberbasedonthenextnumberinsequencefortheselectedbankaccount.Thefielddisplays

“<Auto‐Generated>”untilthedepositrecordissaved;thenthedepositnumberappearsinthefield.

118

CHAPTER

7. IntheDescriptionfield,enteradescriptionofthedepositoranyotherinformationaboutthedeposit.

8. Whenyouclosethedepositandprintthedepositticket,markDepositticketprintedonandenterthe

date.

9. Whenthedepositclearsthebank,markDepositclearedonandenterthedate.Ifyou

havetheoptional

moduleCashManagement,thereconciliationstatusappearsnexttothedate.

10. IntheDepositWorksheetgrid,intheProjectedcolumn,enterthenumberandtotalamountofreceipts

youexpecttoreceiveforthedeposit.Thegriddisplaystheactualnumberofreceiptsandcalculatesthe

difference

betweentheprojectedandactualamountsintheActualandDifferencecolumns.

11. SelecttheDefaultstab.InthePaymentDefaultsgrid,intheFieldNamecolumn,enterdef aultvaluesin

thePaymentdate,Amount,Comment,andSourcerows.

12. AllpaymentmethodsinthePaymentMethodsboxaremarkedbydefault.

Unmarkanypaymentmethods

toexcludefromthedeposit.

Note:Youcanchangepaymentdefaultsatanytime.Changesapplytoonlypaymentsaddedafterthechanges

weremade.

DEPOSIT TASKS

13. Tocreatepaymentlineitemsusedtosplitasinglepaymentsuchasacheck)betweenaccountsin

AccountsReceivableorStudentBillingandCashReceipts,clickNewMiscellaneousPayment.Youcan

splitpaymentsonlyifyouhaveCashReceipts.

14. IntheDetailscolumn,select“CashReceipts”.

15. IntheAmount

column,entertheamountofthepaymenttoaddtoCashReceipts.

16. SelecttheDistributiontab.OntheDistributiontab,youcanviewthepa ymentdebitaccountsand

transactiondistributions,includingprojects,classes,andtransactioncodes.Projectsandtransaction

codesareavailableonlyifyouhavetheoptionalmoduleProjectsand

Grants.TheDistributiontab

remainsblankuntilyouaddapayment.

17. SelectthePaymentstab.WhenyouclickAddPayment,theNewPaymentscreenappearssoyoucan

enterpaymentinformation.Formoreinformationaboutaddingpayments,seethePaymentschapterof

theRecordsGuidefortheprogramin

whichyouareworking.

18. TosavethedepositandreturntotheBankspage,clickSaveandClose.

Printing Deposit Tickets

YoucanusePrintdepositticketsinDeposittaskstoprintareportlistingpaymentdetailsandbankinformation

foradeposit.Contactyourbankfortheinformationrequiredfordeposittickets,andthenyoucanformatthis

reporttouseasadepositticket.

Warning:Westronglyrecommendyouneveraddcreditcardpaymentstodepositscontainingothertypesof

payments,especiallycashandchecks.Creditcardpaymentsmaytakelongertoclearthebank,whichmay

causeproblemswhenreconciling.

Note:Depositscannotbeposted,sodepositrecordsdonotcontainuniquedistributions.Instead,whenyou

selectabankaccountonthedepositrecord,itscashaccountbecomesthedebitaccountforallpayments

attachedtothedeposit.Youaddcreditaccounts,whichdonotappearonthedepositrecord,

directlyonthe

paymentrecord.

120

CHAPTER

Youcancreateneworusedsavedparameterfilestocustomizethelookandinformationfordepositticketsjust

asyoudoforreports.ParameterfilesforreportsarecreatedandstoredinReports.Ifyouselectasaved

parameterfile,thereportprintsautomatically.Ifyouaddanew

parameterfile,youusethesamescreenusedto

createreportsinReportsforAccountsReceivable,CashReceipts,andStudentBilling.Formoreinformation

aboutcreatingdepositreports,seetheReportsGuideforAccountsReceivable,ReportsGuideforCashReceipts,

orReportsGuideforStudentBilling.

 Printinga

depositreport

1. FromDeposittasksontheBankspage,click Printdeposittickets.TheSelectaParameterFilescreen

appears.

2. Toprintthedepositreport:

• Selectaparameterfileinthegridtoprintthedepositreportautomaticallyusingsavedparameters.

•ClickAddNewtocreateanewparameterfile.

3. Tocreate

anewparameterfi le,clickAddNew.TheNewDepositReportscreenopenstotheGeneraltab.

Note:DepositreportparameterfilesarestoredinDepositandReceiptReports.InReports,youcanadd,edit,

deleteandprintdepositreports.

Note:ParameterfilesfordepositreportsaresavedinReports.Formoreinformationaboutdepositreports,

seetheDepositandReceiptReportschapterofthereportsguidefortheprograminwhichyouareworking.

DEPOSIT TASKS

4. Tocreatethedepositreport’sparameters,makeselectionsandenterinformationoneachreporttab.For

moreinformationaboutfieldsandselectionsfordepositreports,seetheReportsGuideforAccounts

Receivable,ReportsGuideforCashReceipts,orReportsGuideforStudentBilling.

5. Toprintthereport,clickPrint.

6. To

savethenewreport,clicktheSavebuttononthetoolbar.TheSaveReportasscreenappears.

7. IntheReportnameandDescriptionfields,enteranameanddescriptionofthereport.

8. TosavethereportandreturntotheDepositReportscreen,clickSave.

9. ToreturntotheSelecta

ParameterFilescreen,closetheDepositReportscreen.Thenewdepositreport

parametersappearinthegrid,andyoucanuseitagainlaterinsteadofre‐creatingparameters.

10. ToreturntotheBankspage,closetheSelectaParameterfilescreen.

Creating EFT Files

InAccountsReceivableorStudentBilling,ifyouhavetheoptionalmoduleEFT,youcanuseCreateanEFTfilein

Deposittaskstocreateandprocessafileformultipledepositsatonetime.Theprogramprocessesdepositsusing

theoptionsdefinedonthebankaccountrecord.Formore

informationaboutdepositoptions,see“Defining

DefaultDepositOptions”onpage 44.

 CreatinganEFTfile

1. FromDeposittasksontheBankspage,click CreateanEFTfile.TheCreateElectronicFundsTransferFile

screenopenstotheCriteriatab.

2. TodatetheEFTfile,intheFinancialprocessingdatefield,enter

adateorclickthecalendartoselecta

date.

Warning:YoucancreateEFTfilesonlyifyouhavetheoptionalmoduleEFT.

Tip:TosaveyourselectionsontheFileOptionsandLogonCards tabs ofthebankaccountrecord,markSave

thesechangestothebankaccountatanytimewhileyouarecreatingtheEFTfile.

122

CHAPTER

3. Toselectthepa ymentsbystatustoincludeinthedeposit,markOpendeposits,Closeddeposits,orBoth.

4. IntheDepositdatesfield,select“Today”,“Paydate”,“Periodenddate”,or“Specificdate”todatethe

deposits.Ifyouselect“Specificdate”,enteradateintheDatefield.

5. The

IncludedepositsoriginatingfromoptiondisplaysAccountsReceivableorStudentBillingdepending

onwhichprogramyouareworkingin.

6. Tochangethestatusofthedepositswhentheprogramprocessesthem,markChangedepositstatusto

closedafterthefilehasbeencreated.

7. Tocreateanoutputqueryofdepositsincluded

intherun,markCreateanoutputqueryofdeposits.

8. ClickNextorselecttheFilterstab.

9. Toselectfilters,choose“Selected”intheIncludecolumn.TheSelected<Filters>screenappearssoyou

canselectfi ltersfortheEFTfile.Formoreinformationaboutfiltering,seetheProgramBasicschapterof



theProgramBasicsGuide.

10. ClickOK.YoureturntotheFilterstabandfiltersyouselectedappearintheSelectedFilterscolumn.

DEPOSIT TASKS

11. ClickNextorselecttheDepositstab.DepositinformationyouselectedontheCriteriaandFilterstabs

appearsinthegrid.

12. IntheInclude?column,markthecheckboxforeachdeposittoprocessviatheEFT.Toprocessallthe

depositsinthegrid,clickSelectAllontheactionbar.

Information

intheDeposit #,Description,andBankAccountcolumnsisforinformationonlyandcannot

beedited.

13. Atthebottomofthetab,thedisplayshowsdetailsforthedepositselectedinthegridabove.

14. ClickNextorselecttheFileOptionstab.

124

CHAPTER

15. IntheOutputfilenamefield,enterthenameofthefileorclicktheellipsistolocatetheoutputfile.The

outputfilemustbein*.achformat.

16. IntheCompany IDprefixfield,select“EIN”,“DUNS”,“UserAssigned”,or“UserDefined”asthetypeof

identificationprefixforyourcompany.

17. In

theCompany IDnumberfield,enterinfo rmationthatidentifiesthedeposit.

18. IntheImmediateoriginfield,select“Transit/Routingnumber”,“EIN”,or“Other”asthenumbertousein

creatingtheprenoteauthorizationfile.Ifyouselect“Other”,afieldappear s soyoucanenterthenumber.

19. IntheImmediateoriginnamefield,

select“Organizationname”or“Other”.Ifyouselect“Other”,afield

appearssoyoucanenterthename.

20. IntheFileFormatframe,enterareference,uptoeightcharacters,intheHeaderrecordreferencefield.

21. ToautomaticallycreatecredittransactionsintheEFTfilewhenyouruntheEFTfile,mark

Createcredit

transaction.

22. Toappendacarriagereturn/linefeedtoindicatetheendofalineintheEFTfile,markIncludecarriage

return/linefeed.

23. IntheMiscellaneousframe,totransmitacodetothebankwiththeEFTfile,enterupto10charactersin

theEntrydescriptionfield.

24. To

selecthowtoidentifyrecordsintheEFTfile,intheIdentifyrecordusingfield,select“Record ID”or

“SSN/CFDA#.

25. TotransmittheEFTfiledirectlytotheFederalReserve,markFormatfileforthisFederalReserveBank

andenterthenameofthebankinthefield.

IntheFederalReserve

Bankroutingcodefield,entertheroutingcodeforthebank.

26. ClickNextorselecttheLogonCardstab.Theinformationtocompletelogoncardsisspecificforeach

bank.Contactyourbank foritsspecificrequirementsforEFTs.

27. Tocreat ethefirstlogoncard,clickInsertontheactionbar.“1”

appearsintheNumbercolumn.

28. Tosetthemaximumlengthofthecontrolstring,enterthelengthintheLengthcolumn.

Warning:Theinformationforlogoncardsisspecificforeachbank.Contactyourbankforitsspecific

requirementsforEFTs.

DEPOSIT TASKS

Toallowaninfinitelength,leaveitblank.

29. Toidentifythefirstlogoncard,intheControlstringcolumn,enterinformationforthelogoncard.

Tocreateadditionallogoncards,clickInsertontheactionbar.“2”appearsintheNumbercolumnonthe

secondrow .Youcanhaveamaximumof

fivelogoncards.

30. Toprocessthedeposits,clickCreateNow.

TheprogramvalidatesthedepositsandcreatestheEFTfile.Itsavesthefileinthelocationyouenteredin

theOutputfilenamefield.YoureturntotheBankspage.

Note:Youcanhaveamaximumoffivelogoncards.

126

CHAPTER

Achapter

EFT/ACH File Formats

FileHeaderRecord .......................

.....................................................129

CompanyBatchHeaderRecord...........................................

......................129

EntryDetailRecord.........................

..................................................131

Company/BatchControlRecord.................................................................131

FileControlRecord..............................

..............................................133

InternationalACHTransactions .

..............................................................133

FileHeaderRecord ....................................

........................................134

IATCompany/BatchHeaderRecord......

........................................................134

IATEntryDetailRecord........... ..............................

...............................136

FirstIATAddendaRecord...............

....................................................136

SecondIATAddendaRecord............................................

.....................138

ThirdIATAddendaRecord .........................

..........................................138

FourthIATAddendaRecord....

.............................................................138

FifthIATAddendaRecord....................................

...............................139

SixthIATAddendaRecord...............

....................................................140

SeventhIATAddendaRecord............................................

....................140

Company/BatchControlRecord...........................

......................................140

FileControlRecord.........

...................................................................141

128

CHAPTER

ACH Transactions

ThefollowingisthefilelayoutforACHfiletransferstoafinancialinstitutionparticipatingintheNational

AutomatedClearingHouseAssociation.

Thefilecontainsafileheaderrecord,followedbyacompany/batchheaderrecord,detailandaddendarecords,a

company/batchcontrolrecord,andafilecontrolrecord.Allalphanumericand

alphabeticfieldsmustbeleft

justifiedandspacefille d. Allnumericfieldsmustberightjustified,unsigned,andzerofilled.Charactersusedin

ACHrecordsarerestrictedto0‐9,A‐Z,space,andthosespecialcharacterswhichhaveanEBCDICvaluegreater

thanhexadecimal“3F”oranASCIIvaluegreater

thanhexadecimal“1F”.

EFT/ACH FILE FORMATS

File Header Record

Company/Batch Header Record

FieldName Position Contents

RecordTypeCode 1 1

PriorityCode 2‐301

ImmediateDestination 4‐13 Transit\Routing#fromBank

AccountInformation.

ImmediateOrigin 14‐23 DefinedinEFTParameterson

theBankInformation.This

maybeeitherthe

Transit\Routing#orOther.(If

youselectother,youcanget

this#fromyourbank.

FileCreationDate 24‐29 SystemDat eYYMMDD

File

CreationTime 30‐33 SystemTime

FileIDModifier 34‐34 Formultiplefilestobe

createdonthesameday‐A

RecordSize 35‐37 094

BlockingFactor 38‐39 10(Ifthefilecontainsless

thanamultipleof10lines(a

fullblock)itwillbepadded

with9’suntiltheblockis

filled.)

FormatCode 40‐40 1

Immediate

DestinationName 41‐63 BankNamefromBank

AccountInformation.

ImmediateOriginName 64‐86 Optional‐Leftblank.

ReferenceCode 87‐94 Optional‐Leftblank.

FieldName Position Contents

RecordTypeCode 1 5

ServiceClassCode 2‐4200‐CreditsandDebits

220‐Creditsonly

225‐Debitsonly

130

CHAPTER

CompanyName 5‐20 ShortNamefrom

Configuration

CompanyDiscretionaryData 21‐40

CompanyIdentification 41‐50 FederalTaxIDdefinedon

GeneralTabofConfiguration.

StandardEntryClassCode 51‐53 CCD

CompanyEntryDescription 54‐63 MiscellaneousFieldonEFT

Parameters.

CompanyDescriptiveDate 64‐69 OptionalDatedisplayedto

payee/payer

EffectiveEntryDate 70‐75 FinancialProcessingDate

fromGenerateTSForm

SettlementDate

76‐78 InsertedbyReceivingACH

operator

OriginatorStatusCode 79‐79 1

OriginatingDFIID 80‐87 T ransitRouting#fromBank

AccountInformation.

Batch#88‐94 Sequentiallyassigned

FieldName Position Contents

EFT/ACH FILE FORMATS

Entry Detail Record

Company/Batch Control Record

FieldName Position Contents

RecordTypeCode 1 6

TransactionCode 2‐3 PayerInformation:27for

paymentand28forprenote

(checking)37forpayment

and38forprenote(savings)

PayeeInformation:22for

depositand23forprenote

(Checking)32fordepositand

33forprenote(Savings)

ReceivingDFIID 4‐11 Transit/Routing#fromEFT

tabof

payee/payerrecord.

CheckDigit 12‐12 Theninthdigitofthe

receivingbank’srouting

number.

DFIAcct.#13‐29 BankAccount#fromEFTtab

ofpayee/payerrecord.

Amount 30‐39 $

Identification#40‐54 Alphameric

ReceivingCompanyName 55‐76 Payee/payername.

DiscretionaryData 77‐78 DiscretionaryCodedefined

ontheEFTtabofthe

Employee.Definedby

Organizationsbank.

AddendaRecordIndicator 79‐

79 0

TraceNumber 80‐94 Generated

FieldName Position Contents

RecordTypeCode 1 8

ServiceClassCode 2‐4200‐CreditsandDebits

220‐Creditsonly

225‐Debitsonly

EntryAddendaCount 5‐10 Totalnumberoftransactions

132

CHAPTER

EntryHash 11‐20 Controltotalofbankrouting

numbers

TotalDebitEntryDollar

Amount

21‐32 Generated

TotalCre ditEntryDollar

Amount

33‐44 Generated

CompanyIdentification 45‐54 SameasinCompanyBatch

HeaderRecordpositions

41‐50.

MessageAuthentication 55‐73 N/A

Reserved 74‐79 N/A

OriginatingDFIID 80‐87 T ransitRouting#fromthe

BankAccountInformation.

BatchNumber 88‐94 Sequentiallyassigned

FieldName Position Contents

EFT/ACH FILE FORMATS

File Control Record

International ACH Transactions

WhenIATtransactionsareincludedinyourEFT,therewillbeanIATCompany/BatchHeaderRecordforeach

groupofvendorpayments,bydestinationcountry.IfthereisonlyoneIATtransaction,therewillbeasingleIAT

Company/BatchHeaderRecord,oneentrydetailanditssevenaddendarecords.

Ifthere

aremultipleIATtransactions,therewillbeanIATCompany/BatchHeaderRecordforeachdistinct

countrythatcanholdoneormoreentrydetailrecords(andaddendarecords)destinedforthatcountry.

FieldName Position Contents

RecordTypeCode 1 9

BatchCount 2‐7CountofallBatchHeader

Records

BlockCount 8‐13 Numberofblocks(groupsof

10records(or940

characters)

EntryAddendaCount 14‐21 Tallyofdetailandaddenda

records

EntryHash 22‐31 Controltotalofentryhashes

fromthebatchcontrol

records.

TotalDebitEntryDollar

Amount

32‐43 Sumofalldebittransactions.

TotalCre ditEntryDollar

Amount

44‐55 Sumofallcredittransactions.

Reserved 56‐94 Blank

134

CHAPTER

File Header Record

IAT Company/Batch Header Record

FieldName Position Contents

RecordTypeCode 1 1

PriorityCode 2‐301

ImmediateDestination 4‐13 Transit\Routing#fromBank

AccountInformation.

ImmediateOrigin 14‐23 DefinedinEFTParameterson

theBankInformation.This

maybeeitherthe

Transit\Routing#orOther.(If

youselectother,youcanget

this#fromyourbank.

FileCreationDate 24‐29 SystemDat eYYMMDD

File

CreationTime 30‐33 SystemTime

FileIDModifier 34‐34 Formultiplefilestobe

createdonthesameday‐A

RecordSize 35‐37 094

BlockingFactor 38‐39 10(Ifthefilecontainsless

thanamultipleof10lines(a

fullblock)itwillbepadded

with9’suntiltheblockis

filled.)

FormatCode 40‐40 1

Immediate

DestinationName 41‐63 BankNamefromBank

AccountInformation.

ImmediateOriginName 64‐86 Nameoforganizationfrom

Configuration.

ReferenceCode 87‐94 PullsfromFileFormatsection

ofEFTParametersinBank

Account.

FieldName Position Contents

RecordTypeCode 01‐01 5

EFT/ACH FILE FORMATS

ServiceClassCode 0 2‐04 200‐CreditsandDebits

220‐Creditsonly

225‐Debitsonly

IATindicator 05‐20 leftblank

Foreignexchangeindicator 21‐22 FF

Foreignexchangereference

indicator

23‐23 3

Foreignexchangereference 24‐38 leftblank

ISOdestinationcountrycode 39‐40 2‐digitISOcountrycodefrom

payee/payerbank

Originatoridentification 41‐50 Alphanumeric

Standardentryclasscode 51‐53 IAT

Companyentrydescription 54‐63 Contents

ofEFTGeneral

Entrydescription.

ISOoriginatingcurrencycode 64‐66 USD

ISOdestinationcurrency

code

67‐69 USD

Effectiveentrydate 70‐75 YYMMDD

Settlementdate 76‐78 numeric

Originatorstatuscode 79‐79 1

Goidentification/originating

DFIidentification

80‐87 TTTTAAAA

Batchnumber 88‐94 Numeric

FieldName Position Contents

136

CHAPTER

IAT Entry Detail Record

First IAT Addenda Record

FieldName Position Contents

RecordTypeCode 01‐01 6

TransactionCode 02‐03 Numeric

GOidentification/receiving

DFIidentification

04‐11 TTTTAAAA

CheckDigit 12‐12 Numeric

Numberofaddendarecords 13‐16 Numeric

Reserved 17‐29 Blank

Amount 30‐39 $(paymentamountinUS

dollars)

Foreignreceiver’saccount

number/DFIaccountnumber

40‐74 Alphanumeric

Reserved 75‐76 Blank

Gatewa yoperatorOFAC

screeningindicator

77‐77 Alphanumeric‐Addedlater

bytheGatewayoperator.

Secondary

OFACscreening

indicator

78‐78 Alphanumeric‐Addedlater

bytheGatewayoperator.

Addendarecordindicator 79‐79 Numeric

TraceNumber 80‐94 Numeric

FieldName Position Contents

RecordTypeCode 01‐01 7

AddendaTypeCode 02‐03 10

TransactionTypeCode 04‐06 Alphanumeric

ForeignPaymentAmount 07‐24 $(AmountofpaymentinUS

dollars)

Foreigntracenumber 25‐46 Alphanumeric

Receivingcompanyname/

individualname

47‐81 Payee/payername.

Reserved 82‐87 Blank

EFT/ACH FILE FORMATS

Entrydetailsequence

number

88‐94 Numeric

FieldName Position Contents

138

CHAPTER

Second IAT Addenda Record

Third IAT Addenda Record

Fourth IAT Addenda Record

FieldName Position Contents

RecordTypeCode 01‐01 7

AddendaTypeCode 02‐03 11

Originatorname 04‐38 Configurationorganization

name.

Originatorstreetaddress 39‐73 Configurationorganization

address.

Reserved 74‐87 Blank

Entrydetailsequence

number

88‐94 Numeric

FieldName Position Contents

RecordTypeCode 01‐01 7

AddendaTypeCode 02‐03 12

Originatorcityand

state/province

04‐38 Alphanumeric

Originatorcountryandpostal

code

39‐73 Alphanumeric

Reserved 74‐87 Blank

Entrydetailsequence

number

88‐

94 Numeric

FieldName Position Contents

RecordTypeCode 01‐01 7

TransactionCode 02‐03 13

OriginatingDFIname 04‐38 Bank

OriginatingDFIidentification

numberqualifier

39‐40 Bank

OriginatingDFIidentification 41‐74 Bank

EFT/ACH FILE FORMATS

Fifth IAT Addenda Record

OriginatingDFIbranch

countrycode

75‐77 Bank

Reserved 78‐87 Blank

Entrydetailsequence

number

88‐94 Numeric

FieldName Position Contents

RecordTypeCode 01‐01 7

AddendaTypeCode 02‐03 14

ReceivingDFIname 04‐38 Payee/payerbank

information

ReceivingDFIidentification

numberqualifier

39‐40 Payee/payerbank

information

ReceivingDFIidentification 41‐74 Payee/payerbank

information

ReceivingDFIbranchcountry

code

75‐77 Payee/payerbank

information

Reserved 78‐87 Blank

Entry

detailsequence

number

88‐94 Numeric

FieldName Position Contents

140

CHAPTER

Sixth IAT Addenda Record

Seventh IAT Addenda Record

Company/Batch Control Record

FieldName Position Contents

RecordTypeCode 01‐01 7

AddendaTypeCode 02‐03 15

Receiveridentification

number

04‐18 Payee/payeraddress

information

Receiverstreetaddress 19‐53 Payee/payeraddress

information

Reserved 54‐87 Blank

Entrydetailsequence

number

88‐94 Numeric

FieldName Position Contents

RecordTypeCode 01‐01 7

AddendaTypeCode 02‐03 16

Receivercityandstate/

province

04‐38 Payee/payeraddress

information

Receivercountryandpostal

code

39‐73 Payee/payeraddress

information

Reserved 74‐87 Blank

Entrydetailsequence

number

88‐94 Numeric

FieldName Position Contents

RecordTypeCode 1 8

ServiceClassCode 2‐4200‐CreditsandDebits

220‐Creditsonly

225‐Debitsonly

EntryAddendaCount 5‐10 Totalofallentries/addenda

EFT/ACH FILE FORMATS

File Control Record

Controltotalofallbank

routingnumbersinbatch

entries

11‐20 Generated

TotalDebitEntryDollar

Amount

21‐32

TotalCre ditEntryDollar

Amount

33‐44

CompanyIdentification 45‐54 SameasinCompanyBatch

HeaderRecordpositions

41‐50.

MessageAuthentication 55‐73 N/A

Reserved 74‐79 N/A

OriginatingDFIID 80‐87 T ransitRouting#fromthe

BankAccountInformation.

BatchNumber 88

‐94 Generated

FieldName Position Contents

RecordTypeCode 1 9

BatchCount 2‐7CountofallBatchHeader

Records

BlockCount 8‐13 Numberofblocks(groupsof

10records(or940

characters)

EntryAddendaCount 14‐21 Tallyofdetailandaddenda

records

Controltotalofallbatch

entryhashes

22‐31 ReceivingDFIID

TotalDebitEntryDollar

Amount

32‐43 Sumofall

debittransactions

TotalCre ditEntryDollar

Amount

44‐55 Sumofallcredittransactions

Reserved 56‐94 Blank

FieldName Position Contents

142

CHAPTER

accessingbanks 2

account

cash,defining 11

definingcashaccounts 12

settingupbankaccounts 5

adding

addressinformation

adjustmentcategories 46, 47

adjustments 107

bankaccountinformation 6

bankaccountrecords 6, 48

contactinformation 10

deposits 117

EFTfiles 121

EFTnotices 88

electronicsignatures 78

manualchecks

AccountsPayable 97

notes 61

one‐timechecks 93

payments

addingtobankaccountrecords 8

bankaccountrecords 8

adjustment

adding

106, 107

posting 68, 69

adjustmentcategory,adding 46, 47

administrativetask

createaprenoteauthorizationfile

editelectronicsignatures 77

overview 68

postadjustmentstoGeneralLedger 68

purgevoidedtransactions 76

renumberpayments 77

voidselectedpayments 74

voidunusedchecks 75

bankaccounthistory 63

bankaccountrecord

accessing 2

accountreconciliation 108

adding

addressinformation

adjustmentcategories 46, 47

contactinformation 8, 10

newrecords 6, 48

notes 61

bankregisters 53

cashaccounts 11

closing 60

creating 6, 48

definingcashaccounts 12

details 59

editinginformation 60

generaltasks 48, 65

overview 5

reconciliationhistory 114

selectingaccounts 64

settingup 5

tabs

adjustmentcategories

bank 6

deposits 43

historyofchanges 63

notes 61

payments 13

bankdraft

creating 83

numbering 13

recording 83

bankregister

mainscreen

opening 59

overview 53

banktask

administrative

creating

manualAccountsPayablechecks 97

one‐timechecks 93

prenoteauthorizationfiles 71

editing

accountdetails 59

electronicsignatures 77

Index

144

openingbankregisters 53

overview 3

postingadjustmentstoGeneralLedger 68

purgingvoidedtransactions 76

renumberingpayments 77

selectingotheraccounts 64

voiding

payments

unusedchecks 75

Banks,overview 2

blankpapercheck,formattingMICRlines 15

cashaccount,defining 11, 12

CashManagementtask

cleartransactionse lectronically

113

createanewadjustment 106

reconcilethisaccount 108

viewreconciliationhistory 114

CashManagement,creatingadjustments 107

check

AccountsPayable 83

manual

numbering

manualchecks

AccountsPayable 97, 98

numbering 13

one‐time

editing 102

one‐timechecks 93

editing 102

printing 83, 88

refund,seeone‐timecheck

renumbering 77

StudentBilling 83

voidingunused 75

check,seealsopayment

closingbankaccounts

computercheck

printing

computercheck,formatting

AccountsPayable

contact,addingtobankaccountrecords

10 creating

adjustments 107

bankaccountsrecords 6,

EFTnotices 88

payments 83

creating,seealsoadding

defaultdepositoption

AccountsReceivable

StudentBilling 44

defaultpaymentoption

AccountsPayable

computerchecks 17

one‐timechecks 26

adding

117

creating 116

creatingEFTfiles 121

EFTfiles 121

formatting 43

printingdeposittickets 120

printingreports 120

depositreport,seedepositticket

deposittask

createanewdeposit

117

createanEFTfile 121

overview 116

printdeposittickets 120

depositticket,printing 119

deposittype

overview 43

detail,bankaccountrecords 59

editing

bankaccountinformation 59

bankaccountrecords 60

electronicsignatures 77

one‐timechecks 102

EFT 88

AccountsReceivable 121

creatingEFTfiles 121

creatingprenoteauthorizationfiles 71

formatting

AccountsPayable 22

numbering 13

printingEFTnotices 88

StudentBilling 121

electronicfundstransfer,seeEFT

EFTnotice

printing

electronicsignature

adding

INDEX 145

editing 77

findingbankaccountrecords 2

formatting

computerchecks

AccountsPayable

depositinformatio

43 EFTs

AccountsPayable 22

MICRlines 15, 16

one‐timechecks 26

paymentinformation 13

payments 17

Forms

formattingMICRlines 16

GeneralLedger,postingadjustments 68, 69

generaltask

editaccountdetails 59

openregister 53

overview 52

selectanotheraccount 64

history,reconciliation 114

magneticinkcharacterrecognition

defined

formattingMICRlines 15

manualcheck

AccountsPayable 97

numbering 13

MICRline

formatting 16

MICR,seemagneticinkcharacterrecognition

modifying,seeediting

note

addingtobankaccountrecords

notestab 61

numberingpayments 13

one‐timecheck

AccountsPayable

creating 93

formatting 26

numbering 13

overview 93

StudentBilling 93

openingbankregisters,seealsoaccessing 59

payment

computerchecks

AccountsPayable

StudentBilling 83

defaults 17

computerchecks,AccountsPayable 17

one‐timechecks 26

definingdefaults 17

EFTs

defaultpaymentoptions 22

formatting 13

manualchecks

numbering 13

one‐timechecks 93

printing

printingchecks

renumbering 77

transactiontypes,defining 13

voiding 74

paymenttask 82

createamanualAccountsPayablecheck

createanewone‐timecheck 93

printchecksandrecordbankdrafts 83

payment,seecomputercheck

postingadjustmentstoGeneralLedger 68

prenoteauthorizationfile

creating

overview 71

printing

depositreports

120 EFTnotices 88

146

one‐timechecks 93

printingEFTnotices 88

purgingvoidedtransactions 76

reconciliation

history

114

overview 108

reconciliationhistory 114

viewing 114

recordingbankdrafts 83

refundcheck,seeone‐timecheck

opening

overview 53

seealsoaccessing

selecting

bankaccounts

selectingbankaccounts 64

settinguppaymenttransactiontypes 13

signature,electronic

adding 78

overview 77

transaction

clearingelectronically

113

purging 76

unusedcheck,voiding 75

viewingreconciliationhistory 114

voidedtransaction,purging 76

voiding

payments

unusedchecks 75