HowTo:Setup ACH

The first step in the process is to fill out the “Bank Info” record. We have already started entering this information for you. In the menu under General Ledger-->Bank Info you will find the screen being discussed. You will need to enter the bank’s routing and account numbers. Please verify the rest of the information on this screen is correct. Especially the chart account attached.

The next step is to enter the bank routing and account information for each person or company that will be included in ACH transfer. Both person and company have ACH information accessible on the “Accounting Defaults” (Acct Defaults) screen / tab accordingly. Notice many companies have a procedure that determines how this ACH data is shared and between partners and staff. The purpose is to protect from unauthorized changes to account info. Many companies call to confirm modifications as an example.

Once all the ACH Payments checkbox are checked, and bank account information for employees and/or companies are entered in, we are ready to produce an ACH file to send to the bank.

For Payroll:

When company is ready to create payroll checks, the user will go to ‘Create Payroll Checks’ under the Payroll menu.  During this process, a check will be created and if the employee has ‘ACH Payments’ checked on their Person screen (with bank account info entered), the ‘Status’ on the check will be an ‘A’.  The ACH checks are ready to be printed to file.

For AP Invoice payments:

When company is ready to pay AP invoices, the user will go to the ‘Pay AP invoices’ screen to select the invoices to pay.  User will be directed to the ‘Approval’ screen and clicking on the ‘Create Payments’ button the process will create a check and if that person or company has ‘ACH Payments’ checked on their Person screen (with bank account info entered), the ‘Status’ on the check will be an ‘A’.  The ACH checks are ready to be printed to file.

For AR Invoice payments:

When a company is ready to pay AR invoices, the user will go to the ‘Pay AR invoices’ screen to select the invoices to pay.  The user will select ‘ACH file’ from the ‘Payment Type’ dropdown.  When all invoices are selected the user will click on the ‘Record Payment’ button.  The process will create AR Receipts that will have a Payment Type of ‘ACH File’.  The ACH checks are ready to be printed to file.

Create ACH file from AP checks :

When ACH file is ready to be created, the user will go to the ‘Print Checks’ screen.  The user will select either CCD ACH File or PPD ACH File.  CCD is for payments to companies (most AP invoice payments).  PPD is for payments to individuals (employees).  Make sure the Account and Date is correct and click on ‘Create’.  The user will be presented with a Save File Dialog for file location and once the user selected ‘OK’ it will create the ACH file in the selected directory.  Manually send this file to the bank through the bank’s website or portal.  Epiphany does not automatically send an ACH file to the bank.

Create ACH file from AR receipts:

When the ACH file is ready to be created, the user will select ‘ACH Banking Utility’ under the AR menu.  Make sure the ‘Effective Date’ is correct and click the ‘Execute’ button.  The user will be presented with a Save File Dialog for file location and once the user selected ‘OK’ it will create the ACH file in the selected directory.  Manually send this file to the bank through the bank’s website or portal.  Epiphany does not automatically send an ACH file to the bank.