ACH Manager User Guide 2015 - Frandsen Bank

ACH Manager User Guide 2015

Frandsen Bank & Trust 2015

Login to Business Online Banking

Choose Business Online Banking > Enter the Access ID > Unlock the Token > Enter OTP + PIN

If you experience any login issues, refer to the procedures in the Security Token brochure.

Once logged in, choose Management Tools > ACH Manager to inquire on, initiate or change an ACH

Transfer.



You will see the” Select External Transfer Criteria” screen below:

There are 3 basic transfers that are most commonly used:

1. New ACH Transfer

2. New ACH Transfer Using Existing Transfer

3. Import ACH Transfer > NACHA

Inquire ACH Transfer gives users a way to look at saved or processed files or to generate file reports.

You can also search for files by description, date, amount, confirmation number or type.

Below is an ACH list of files from a search. Notice the different descriptions and the transfer statuses.

One is an actual processed file, but 3 of them are “saved” and can be reused again later.

Notice also the 3 options up in the right corner - view report, sort and filter.



To view a report of an ACH file, click on the icon that looks like a notebook.

Use the check box on the left to select the file/s you want to generate a transfer report for.

Choose the type of report you’d like to generate from the drop-down box on the bottom left.

Both the Print and Export functions will give you the options to either open the report to print or save,

which exports a .csv file version to a location on your computer that you choose.

This is an example of the Batch List report option.

This is an example of the All Transactions report option.



To sort through transfer files in your ACH List, click on this icon up in the right corner.

You will see 3 different boxes appear across the top of the list that allow you to sort your files in various

ways – by amount, date, details, description or transfer status.

This is an example of a list sorted by transfer date – ascending.



The last option is a filter. Click on the filter icon up in the right corner

You can filter an ACH list by any of the column values. Enter your values and click on “Filter.”

The examples below show a list filtered by $10.00 credit amounts.

Only the files with $10.00 for the credit amount show up in the list.



New ACH Transfer

New ACH Transfers can be quickly created and easily generated using this option.

New ACH Transfer always brings up a new blank template that you fill out to create your ACH

transaction file.

Choose the ACH File Type that you wish to create from the drop-down box, click Submit. Note: There’s no commingle option in ‘New.’ Commingled files can only be imported.

In the New ACH box, add a Description to your file – “give it a name” of some kind so you can keep

track of it going forward. You will start to create a list of files over time and you may need a way to

differentiate between them by name or date if you want to refer back to them.

Choose a valid Effective Date for the file. The Effective Date is the date the transactions are to be

posted to the accounts. There’s always at least a one day lead time for a file to go out, so you won’t be

able to choose today’s date.

If the date isn’t a valid business processing day, the calendar will not let you choose it. An example of

this is a holiday, such as Thanksgiving Day.

The maximum days out that you can originate a file is 14 days. So you can’t send a transfer file today

and choose an effective date at the end of next month.



Continue to the Transfer To and Transfer From sections. If the debit amount is coming out of your

account, such as in a payroll file, choose which account of yours the funds will debit. If the funds in the

transfer file will be a credit to you, choose which account of yours the funds will credit.

If you have access to more than one business account for ACH, use the drop-down box to choose the

correct account.

Next, add the file entries to each row, including the account number, account type and routing number.

If you need more room, choose “Add Row” on the bottom left of the screen.

To place only one item in the file on “Hold” check the box to the left of that entry.

To delete a line in the file, click on the X to the right of that line entry.

Additional addenda detail can be added to a transaction by clicking on “Description” to the right.

If the item is a pre-notification, you can check the box to the right of the entry in the Prenote column.

Note: Any Prenote will generate as a stand-alone file immediately the day it is originated, no matter

what the effective date of the whole file transfer is.

If you create a file with only pre-notifications in it, the security challenge will not be required. Prenotes

are zero-dollar entries only. Since no money is moving, no security challenge is required.

When the entries are complete, the file template can be saved or processed right away. If you Save the

file transfer, it will show up in your ACH List with a saved status. If you Process the file transfer, the

origination process begins.

All files submitted to Frandsen Bank & Trust for origination require a completed ACH Transmittal

Register to be emailed to FBT-ACH @Frandsenbank.com or faxed to: 507-345-6996. No file will be

processed without the Transmittal Register presented as confirmation.



After clicking on process you will be required to provide a one-time password from the token before the

file transfer can be sent through the system. Click on submit.

All Frandsen Bank & Trust file submissions require financial institution review. Since the review

function is stored in the file “limit” area of the software, your file will process up to that step and stop.

This is normal and means that your file is in the queue and awaiting approval by the FBT-ACH

Department, after they match your transmittal register to your file. Click on Done.

Notice that you have a Confirmation Number at the top of the processing status screen.



Your file transfer will have a status of “Transfer Exceeds Review: Pending Approval” until it is

formally approved by the FBT-ACH department.

Below is an example of inquiring on the file by confirmation number.

Once the file is approved, notice how the Transfer Status column changes to “Pending Origination.”

This indicates that your file is fine, has been approved and will process on the effective day.



New ACH Transfer Using Existing Transfer

Once you’ve created or imported an initial ACH file transfer, it becomes a “template” that can be used

over and over to send files, such as payroll or other regularly occurring transfers. You do not have to

create a new file each time.

To do this, open ACH Manager and choose New ACH Transfer Using Existing Transfer.

Choose the file to use from the ACH List. You may use previously processed files or saved files.



Click on the file transfer and it opens up your template.

Choose a name and effective date for the file. (The system will automatically default to the next business

day, so check the date!) Make any changes and click on save or process at the bottom of the screen.

Note: In this example, the binoculars were clicked to verify the routing number of the financial institutions in the

file. You can use the binoculars to search for a bank routing number or verify the one you have.

Notice how the financial institution name shows up below the routing number field.

There is also a description field where you can add addenda information to file entries. This may be a

useful option in business to business payments, as one example, where an invoice number is added.

See Below:



Once you click the process button, the origination procedure starts.

Enter your one-time password from the token on the Security Challenge screen and click on Submit.

The processing steps begin and the file goes into the queue to be approved: “Pending Financial

Institution Review.”

The transfer status changes to “Transfer Exceeds Review: Pending Approval.”

Once the file is verified to your Transmittal Register, the file will be approved and the status changes to

“Pending Origination.”



Import ACH Transfer – NACHA

ACH transfer files can be created in many business software programs and then imported into ACH Manager. If

this is your method, choose the option below and submit. The files should be in a NACHA format when created.

Next, you will need to browse out to your computer to the location of your files and select the file you’d like to

import.

Choose the type of transfer you are creating and click on Next.

Note: You do have a commingled file option when you import a file. Use this if you have multiple SEC Codes or

batches in one file.



The file is now ready to be imported. Verify the information is correct and click on Finish.

The screen will show that it is “processing your request.” This may take a minute or two if your file is large.

When the file is successfully imported the system sends a confirmation number.

You can either choose to Review the file or you can Process it immediately.



If you choose Review, the file opens and you can make any last minute changes, then choose Save or Process.

If you choose Process, enter your one-time password from the security token.

When your file processes up to the limit check, it is in the approval queue at the ACH Dept. and should now have

the status of “transfer exceeds review: pending approval.” Send your ACH Transmittal Register to the bank.



Change ACH Transfer

Users may occasionally have a need to change an ACH transfer that has already been submitted and

approved. Changes are allowed, but a couple of things are important to remember.

A Pending Origination file can only be changed by the user who submitted the file.

The transfer has to be approved and in a “pending origination” status before it can be changed.

Transfers with a status of “Transfer Exceeds Review Pending Approval” are not ready to be

changed and though you can open them up to view them, you can’t change anything in them.

When an already approved ACH file is changed, it becomes a whole new file and you must send

a new ACH Transmittal Register to [email protected] with a new total, even if the

total is not what you changed. The system will show you the warning below and let you know

that your original transfer will be deleted and replaced with this new one that you process.



Delete ACH Transfers

Occasionally users may want to delete old files that are no longer used to clean up their ACH Manager.

Deletion can be done, but not on processed files. Files with a status of Processed will drop out of the user’s ACH

Manager automatically when the retention day spec hits, which is 180 days.

Notice below that when choosing “Delete ACH Transfer” the only files appearing in the list are Saved files.

Choose a file to delete. Choose Next.



A warning comes up to ask you again if you want to delete all transfers in the file. Click Finish.

The confirmation states that the file was successfully deleted. Click on Done.

* If you are a customer who wishes to use employee dual approval for your ACH file transfers, please

contact your local office for further assistance and set up instructions.

ACH Manager User Guide 2015 - Frandsen Bank

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