How To Set Up and Use EFT/ACH

How To Set Up and Use EFT/ACH

Bank Account

The bank account card must have several things set up to use EFT and should be repeated for all banks that will be using EFT:

  1. Bank Account No. – this must be present in the General section of the Bank Account card.
  2. Country Export Format – must be US.
  3. Pay Export File Name – this is the NACHA file name that exports. I generally use something to the effect of ACH0000001 as the start number.
  4. Payment Export Format – select US EFT CCD or US EDT Default (which is CTX)
  5. Transit No. – this is your bank’s routing number.

 


Report Selection – Purchase

Go into Report Selection -Purchases and usage: Vendor Remittance, set the report to 11383. If you have a custom template or custom email, attach it here.



You can also select the V. Remittance or what’s known as Vendor Remittance – Posted Entries. This is the report that runs for EFT vendor remittances after the fact. So, if you missed it the first time or the customer is saying they never got the email, this is the report used to resubmit it. Be sure to use Report ID: 400. It cannot be the same as 11383 otherwise, it will continue to print the batch in Payment Journal or just give you errors/blanks. It’s possible to change the Email Body text, see: Change Body text in email.




Vendor Card Bank Account

From Vendor Card select Bank Accounts under Navigate. Create a new one if one doesn’t exist, or you can edit one that already does.

  1. You’ll need a Code – so people use an abbreviation of the vendor’s name, the bank name, or some other identifier.
  2. The Name is the Bank Name and address, though it does work if not provided.
  3. Bank Account No. – enter the account number of the vendor’s bank account.
  4. Transit No. – this is the vendor’s Bank Routing number.
  5. Under Transfer, select Use for Electronic Payment is on. If this is not selected, it can actually result in the system not being able to process this vendor for ACH.


Vendor Card

In Payment section update the following:

  1. Payment Method Code – should be set to ACH or what code in your payment terms codes means ACH/EFT to you. In Cronus, that code is BANK.
  2. Preferred Bank Account Code – select the bank account code setup prior. A vendor may have several, so be sure to select the most common one. If this is left blank on the payment journal, you’ll have to select the bank account to use.


Vendor Card Document Layouts

While it seems a little duplicative, you do have to set up what vendor remittance and v.remittance a vendor will get and specify which email or emails will get that document. On the vendor card, under Navigate, go to Document Layout.



  1. Select the Vendor Remittance under usage, the Report ID 11383, and then send to emails. You can do multiple emails by using an “;” between the emails. Checkmark the Use for Email Body and select the Email body text you want to use.
  2. For after Posted Remittance, select the Vendor Remittance – Posted Document under Usage and report ID 400. Select the email(s) needed and email layout information.


Using EFT

Start your payment journal like usual, using suggest vendor payments and selecting the run date you want the report to run through in Last Payment Date, select which bank account is being used and Bank Payment Type: Electronic Payment. For filters, select the Payment Method Code that aligns with your EFT batch:



If setup correctly on the vendor card, the Receipts Bank Account should have filled in for you. The type should be set to Electronic Payment. Be sure a Bank Account is being used vs. a GL Account to the cash account.



At this point, your batch is ready – either use approval workflows to get approval or use the requirements your company has in place for approving batches. Once approved, if required, go to Bank >> Export. On the pop-up, you can select to email it, which will generate a vendor remittance statement and email it to your customer for which invoice(s) are being paid with the EFT batch. Otherwise, print out to another method such as PDF, Word, or Excel.



If it fails at this stage, you may have one of the following problems:

  1. The bank account card isn’t setup correctly to have an Export for the ACH file type.
  2. There’s a blank line on the current batch.
  3. There’s another batch in a different batch name that’s causing an issue for this batch.
  4. The vendor card isn’t set up correctly for ACH – which will result in the vendor’s name appearing in red.
  5. There’s a mismatch, and electronic payment is not being used, or you’re missing the recipient’s bank account.

The export, unlike in NAV, will show up in your Downloads folder. Once exported, the Check Print will be selected, which will allow you to move on.




Go to Actions >> Functions >> Generate EFT File



In the new window, select all the files to include and hit Generate EFT Files…


This will download a NACHA file or custom file depending on the setup in your bank account card. This file can be submitted to the Bank to generate the EFT file in the Bank.

Change Body text in email

When emailing Remittance Advice to Vendor it’s possible to change the Email body text. The default one looks like this:



STEP 1

The first step is to export the existing layout so you can modify it to your liking.

Search for Report Layouts and search for 11383



Highlight the line that starts with “Email body…” in Layout Name column and then select Export Layout.  Select folder and name for the file (don’t change the type, it must remain a Word document). The Word layout look like this:



All the fields are set up as database fields (they will be filled in with values from Business Central). Now you can add whatever free text you want to apply, change format, font etc.

STEP 2

Now the email body has been updated we have to update the system to use the new template.

Search for Custom Report Layouts and then enter 11383 in search field:



Then select New and fill in as follows:



When selecting OK the new layout is created. Fill in Description with new value:



Now we can import the format you created in STEP 1.

Select Layout and then Import Layout and find the folder where you saved the new layout and select ok to import.



The new custom layout is now set up in Business Central and the last step is to have BC to automatically use that new format. Search for Report Selection – Purchase:



Make sure Use for Email Body is checked, then click on Email Body Customer Layout Description and select the new format.


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