Process EFTs

Processing ‣ Process EFTs

The Process EFTs menu selection allows for the creation of a Draft Batch, this then is used to Generate the ABA file required for interface with online banking software. Once the .ABA file is Generated, the system then awaits a response to be entered after submission to the Banking Institute. Once a satisfactory response has been entered the Batch can be Finalised.

On selecting the Processing > Process EFTs menu options the system will display a menu bar of available options.

Save, New, Delete, Refresh, Help, Search, Rules, Generate, Response and Finalise. The right hand side will display a list of existing batches and their current status, ie. Draft, Generated etc by a user definable filter.

Important

The EFT Rules and From Bank must be set on the Resident Maintenance Screen for this process.

Creating a New EFT Batch

Select New to generate a New EFT File.

EFT Processing DATE:
 Enter the date that the EFT is to be processed at the bank.

Note

The EFT Processing Date field is mandatory

Transaction Period:
 This field allows for a date range to be entered. The Transfer Process will search for instances of Transactions as determined by the other selection criteria and will create a Draft EFT File for the net value of each of these, for each resident. Leaving the Transaction Period blank, will select all dates available.
Description:The Description is a free form field where the user may enter text to identify the Direct Debit ie. October Direct Debit
Transfer Setting:
 The Transfer Setting allows for the selection from a Drop Down list of Bank Accounts.

Note

The Transfer Setting field is mandatory

Account Types:

This field allows for the entry of a selection and/or all Account Types.

  • Change Account
  • Deposit Debtor Account
  • Fee Account

All or any may be selected by checking the tick box.
Billing Types:

This field allows for the selection of a specific or range of Billing Types to be selected.
Accommodation:

This field allows for the selection of a specific or range of Accommodations to be selected.
Resident:

This field allows for the selection of a specific or range of Residents to be selected.

This process checks the EFT Rules as set on the Resident’s file and creates a Draft Bank Transfer record for the Selection Criteria as entered by the user.

Once a Draft Batch exists it may be changed by clicking on the desired Draft Batch and altering the amount as required.

The Rules as set in the Maintenance > People > Resident, Financial TAB, EFT Rules can be viewed by Growing or Shrinking the details next to each resident.

Press Save to Save the changes or Refresh to restore to the original.

The Draft Batch may be deleted by selecting Delete.

Search allows the user to search by date or description in the current Drafts, Generated or Finalised Batches.

Rules will display All Rules. The EFT Rule List Screen allows the user to view, add, change, delete or search for EFT Rules.

Generating the .ABA File

Once a Draft Batch has been created and all changes that are required have been made. The Generate process to create a Generated .ABA file can be selected.

Processing > Process EFTs, select the required Draft Batch from the listed batches on the right of the screen.

Select Generate and enter a valid path and filename in the Filename field or use the ellipsis to browse. Select Yes to continue or No to cancel. The Batch Date and Name will now reflect that this is a Generated .ABA file.

Important

A Generated Batch cannot be deleted or changed as the Draft was. Generated Batches must be processed through the Response button.

Selecting an appropriate Response to a Generated Batch

Once a Generated .ABA file has been submitted to online banking, an appropriate response must be entered.

Highlight the desired Generated Batch and select Response. Use the Drop Down List to give the appropriate status to the batch after submitting it to your banking institution.

Accepted By Bank:
 

The file was accepted by the bank. The transactions will be applied to the resident ledger.

This option must only be selected where there is no variance between the amounts generated by ClientCare’s EFT process and the on-line banking.
Rejected with Major Issues:
 

The file was not accepted by the bank. There were major issues which means the file must be discarded and recreated. No changes will be made to the resident ledger.

This option should be selected for major issues where the desired result is that the file is removed and a New file needs to be created.
Rejected with Minor Issues:
 

The file was not accepted by the bank. There were issues with some of the lines which must be corrected. The contents of the file must be corrected and resubmitted to your bank. No changes will be made to the resident ledger.

This option should be selected for minor issues where the file can be changed and the process of Generate can be undertaken again.

Finalising an EFT Record

Finalising an EFT Record will apply transactions to the Resident Ledger.

Highlight the required EFT Record.

Select Finalise... The Finalise option will allow for the selection of a Transaction Type, defaulting to the Standard Transaction Type. A drop down menu will allow for an alternate Transaction Type to be selected.

The batch can be previewed/printed before posting by selecting Yes or select Cancel. Selecting Yes will create a batch and display a batch number which may be recorded.