EQD: ACH Setup and Operation

Instructions for setting up and using the ACH payment method. The setup includes downloading keys and updating your bank account and your vendors with the appropriate banking information.

1. File > Utilities > Install/Update > Install Modules.
   1. Click Download – new keys will import.
   2. Click OK – the program will close.
2. Launch EQ Distributor again – login.

1. GL > GL File Maintenance > Bank Accounts.
   1. Edit bank Account.
   2. On Setup tab – ACH Export Fmt dropdown: Select ACH check format. This opens the Properties field.
2. Properties – enter banking information.

Note: This information comes from your bank!

1. Bank Routing = Bank/Transit Number.
2. Distributor Routing = Immediate Routing Number.
3. ACH Description: billpay
4. DFI ID = Originating DFI (1st eight characters).
5. ACH Company ID = Company ID
6. Batch Company Name: When blank, it uses the name from Company Maintenance within the ACH file. If different, put different name here to be used in the ACH file.

3. Next: Go to ‘Checks’ tab and set your starting ACH Check #.

4. Click Save.

A ‘Pay’ tab has been added to Vendor maintenance. Check the Allowed and/or Preferred

1. Vendor Maintenance NEW Pay tab
   1. Select each Payment method Allowed
   2. Select one option as ‘Preferred”, this becomes the default.
   3. Click pencil to enter ACH properties
      1. Bank/transit = Bank/Transit
         1. 8-character field
         2. If 9-characterAccount Number- put last number in Check Digit Field
      2. Check digit = 9th digit of Account Number (if)
      3. Acct type: Drop down(checking or savings)
      4. Example = Discount Labels settings

2. Send an email to the vendor using the Edit notice text.
3. The Payment Notice is automatically sent to the Accounting Contact email address
4. Edit the text to customize your message. Save
5. ACH/Prenote Status – used to test file
   1. NEW – set to NEW to test on next ACH run.
   2. Testing toggles this setting to PENDING.
   3. After checking bank test, manually change to APPROVED and date fills in.
   4. Prenote Test file automatically created in next check run.
      1. An ACH invoice does not need to be selected.
      2. The Vendor doesn’t have to have an invoice selected either.
   5. Cannot enter ACH payment for New Vendor until status changed to APPROVED!

When an invoice is added for the vendor, the payment type will default to ACH. The payment type displayed and can be changed as needed.

The generation of the ACH file is done through the Print Check feature. Printing Checks and generating the ACH file can be done at the same time. In this example, only ACH payment methods are selected.

1. Select an ACH invoice to be paid.
   1. A/P > Payments > Select Invoices to be paid
   2. Verify Bank Account
   3. Select by Vendor or due date or payment type!
2. Print Checks
   1. A/P > Payments > Print Checks
   2. Click Preview
3. Payment information displays.
4. A message will display after posting that an ACH file has been created.
5. The file is created in Q2000\Export\0001
6. Files will begin with “ACH” and will not be overwritten or deleted, clear out those files periodically or cut and paste to local computer.
7. Copy the file locally and import into banking software.

The next step is to import that file into your banking software. Consult your bank for directions.

If for any reason the payment doesn’t go through or you need to generate a new payment file, you must first void the payment. ACH pay

A/P > Payments > Void Checks

Use the search options to select the bank then locate the ACH payment by Vendor, check number or check date. Once voided, you can select and generate the ACH file again through print checks.

For questions, please contact support@demandbridge.com.